Access

Access in the Form Builder controls which forms a user can see and edit on the builder canvas. This is separate from the access rules that govern who can submit a form — those apply in the Forms view.

Active state

A form must be active before any user can open or submit it. Inactive forms are not listed in the Forms view and cannot be accessed directly by URL.

Toggle the active state from the form's settings or from the Forms list in the admin panel.

Groups

Group assignments control which users can see a form in the Form Builder. The rules are applied in the following order:

• Admins always see every form in the Form Builder, regardless of group assignments.
• Users who created or last modified a form can always see that form, plus any others they have access to through group membership.
• If a form has groups assigned — only users who are members of at least one of those groups can see it.
• If a form has no groups assigned — all users can see it.

TIP

Leaving a form with no groups assigned makes it visible to everyone on the platform. Assign at least one group if you want to limit who can access it.

See Groups for how groups and memberships are managed.

Guest access

Guest Access has no effect in the Form Builder. It only controls whether unauthenticated users can open and submit a form via its direct URL in the Forms view.

See Access — Forms view for how Guest Access works when a form is published.

External access

Enabling External Access makes the form available to external users in addition to internal users. When disabled, only internal users who meet the group requirements can submit the form.

See External Users for how external user access works across the platform.