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Form Instances and Sharing

To make a form available to your customers, you create an instance. The form template alone is not public -- you need at least one instance.

What you can do​

  • Create new instances from a form.
  • Edit existing instances.
  • Share external instances via link, embed, or QR code.
  • Use language-specific links for multilingual forms.

Creating vs. editing​

Creating a new instance​

  • For external forms, the share dialog opens automatically after you save.
  • For internal forms, you go straight back to the form -- no sharing needed.

Editing an instance​

  • You change settings through the same setup wizard.
  • The share dialog does not open automatically when editing.

Creating from an event​

If you create or edit an instance from within an event, you return to the event's forms area after you are done.

The instance list​

A form's instances are shown in a list. You can filter it by status: All Statuses, Active, Inactive, or Archived.

Each row shows:

  • Name -- the instance name, with its source below if it came from a template.
  • Status -- Active, Inactive, or Archived.
  • Access -- the access method (Public, Magic Link, or Password), an Embeddable badge when embedding is allowed, and the availability window dates if you set one.
  • Responses -- how many responses have come in (and the maximum, if you set one).
  • Created -- how long ago the instance was created and who created it.
  • Actions -- a menu with Edit, Share, and Delete.

You can share an instance even without edit permission, as long as you have list access.

Share dialog​

  • Copy the link.
  • Open it in a new tab.
  • Share it via email.

Passwords​

When a password is generated, you choose how it is delivered under Password delivery:

  • Show password -- the password is displayed directly. Copy and share it manually.
  • Create secure link -- the password is wrapped in a one-time link that expires after 14 days. The link can only be opened once.

Rules:

  • You can only copy a password or link right after it is generated: when you first create the instance, switch to password mode, or regenerate the password.
  • Existing passwords are never shown again.
  • To get a new password, use Generate new password.

Embed​

Available for standard forms (not detail forms) with one response per submission.

Two methods:

  • JavaScript widget (recommended).
  • iframe.

You can set the alignment for the snippet and the size for the iframe.

If your website should send an existing page value into a hidden form field, configure that field first and add a separate website script. See Public Forms.

QR code​

  • Generate a QR code for the share link.
  • Download it as a PNG.

For detail forms, the shared link can point to the public URL of the response or work document (if available).

Multilingual sharing​

If your form has multiple languages enabled:

  • Keep automatic language detection (the form uses the visitor's browser language).
  • Force a specific language in the link.
  • When you change the language, the link, QR code, and embed code all update.

Access-aware sharing​

  • If no public URL is available (no access method configured), sharing is blocked.
  • Recipients still need to pass any access checks you set up (password, magic link, etc.).
  • In the instance list, you can share an instance even without edit permission, as long as you have list access.

Next step: configure access​

After creating an instance, set up who can access it and how -- see Form Instance Access and Automation.

Deleting an instance​

When you delete an instance, existing responses stay in the system. No new submissions are possible through the deleted instance.