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Forms, Docs aren't on my device anymore?

Folders with user access restrictions are useful for situations where different groups/teams are using the same app, but need to see different forms/docs when they log in. The web platform allows various levels of Form or Document access or viewing.

In this article

You want to keep your Folders for organising Forms, but don't want to enforce user security

For this case, turn off User Access Restrictions on the Folder(s) preventing your users from accessing the Form/Doc in question.

  1. Go to the Form or Docs page on the web platform.
  2. One at a time, click on each Folder name that has a next to it and note how the Form/Doc results change.
    You are looking for a Folder which contains your target Form/Doc, so it should still appear in the page results after filtering.
  3. Once you find a locked Folder containing the Form/Doc, click on next to the Folder name.
    In the Folder Settings dialog, untick the “Restrict User Access” checkbox and save changes.
  4. Repeat for all other “locked” Folders as desired.

You want to gain Form access while continuing to enforce user security on the existing Folders

Either add your desired Forms/Docs into a folder that your user has access to, or add a new Folder with no user restrictions and assign your Form/Doc to that new Folder.

To add a Form to a Folder:

  1. Go to Forms > Create/Edit Forms
  2. Tick the checkboxes next to the desired Forms listed in the All folder
  3. Click to assign your selections to the folder
  4. In the "Organise" window, select the folder(s) you would like the form to be in (this moves it from "Not Selected" to "Selected").
  5. Click “+ Add Selected" to assign the folder(s) to your Form selections.

NOTE: To add a Doc, navigate to Connected Data > Files & Docs and then perform steps 2-4 above.

Once you have done this, ensure that the Folder in question has the “Restrict User Access” checkbox turned off.

Otherwise give your user access to the Folder:

  1. Go to Forms > Create/Edit Forms, and hover over the folder name on the right hand side
  2. A "Settings" icon is on each folder (see image below); click on this icon to open the Folder Settings
  3. In the “Restrict to Users” field, chose the users that you wish to have access to the folder. Doing this will give them access to all Forms and Docs contained in the folder.
  4. Click to save your changes.

You don't want/need Folders at all

Remove all folders – this will switch the system back into “open access”, meaning all Forms/Docs are visible by all users.

  1. To do so, go to Forms > Create/Edit Forms, and hover over the folder name on the right hand side
  2. Click on the "Settings" icon to open the Folder Settings
  3. In the Folder Settings popup, click Don’t worry, your Forms/Docs in that folder are safe – deleting a Folder has no effect on its contents

After removing all folders using the steps above, you should now see all Forms and Docs on your device again.

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