Shareable forms

Forms

can be shared by link, through Kinabase portal or company website so people can submit information without signing in. Use shareable forms when customers, suppliers, applicants, partners or field teams need to send information straight into your collections.

Shareable forms are managed from the form editor. You can publish a Kinabase link, use a portal domain as the Link address, add the form to portal navigation, or allow specific websites to embed it.

Share a public link

Create a link that opens the form for anyone who has the URL.

Control responses

Pause responses, require email verification, set a close date, or limit total responses.

Embed on approved websites

Allow only the domains you add under Embed on a website to show the form.

Add forms to portals

Add a shareable form as a standalone Form item in Portal Structure.

Before you start

You need Administrator permissions to create and manage share links.

The form must be saved with From a link or portal selected under How users open this form. If the form still opens From a record page, the Sharing tab explains that you need to switch it in the Form tab first.

Create a share link

1. Open Settings > Forms.
2. Open the form you want to share.
3. In the Form tab, find How users open this form.
4. Set Open from to From a link or portal.
5. Save the form.
6. Open the Sharing tab.
7. Click Create share link.
8. If Link address appears, choose Kinabase link or one of your portals.
9. Copy the Share link or use Open the form as visitors will see it to preview it.

Use Reset link when you need to create a fresh link and disable the current one immediately.

Manage response settings

Use the Responses section in the Sharing tab to control whether visitors can submit the form.

• Pause responses stops new submissions. Use Resume responses when you are ready to collect again.
• Require email verification asks submitters to confirm their email address with a code before submitting.
• Stop accepting responses on closes the form after the selected date.
• Limit total responses closes the form when the response cap is reached.

Save the form after changing sharing settings.

Embed a form on a website

Use the Delivery section when you want to embed the form on your own website.

1. Enter one or more domains in Embed on a website, such as example.com or forms.example.com.
2. Check the Embed code preview.
3. Click Copy next to the embed code.
4. Save the form.

Embedding is prevented when Embed on a website is blank. The Copy button for embed code stays disabled until at least one allowed domain is added.

Use After they submit if visitors should be redirected to your own thank-you page. Leave it blank to use the built-in thank-you page.

Add a shareable form to a portal

A shareable form can appear as a standalone portal navigation item.

1. Open Settings > Portals.
2. Open the portal you want to edit.
3. Go to Structure.
4. Add an Item and set Item Type to Form.
5. Choose the shareable form in Form.
6. Configure access conditions if only some portal users should see it.
7. Save the portal.

Only saved, enabled forms that use From a link or portal appear in the Form picker.

What visitors can see

Public forms use your organisation's branding and can show multi-page layouts, descriptions, and confirmation pages.

Some form content is hidden from the public version:

• Field types that are not supported on shared forms are hidden.
• Record fields are hidden when their options depend on the current record, related records or the current user.
• Record fields that are visible to visitors show record display values only.

The What visitors can see panel in the Sharing tab lists visible Record fields and hidden fields before you publish the form.

Read our Forms guide for form builder basics, or Portals guide for portal structure and access settings.