Working collaboratively is key to any successful team. But with multiple people needing access to important documents and forms, keeping things organized and secure can become a challenge.

This article will equip you with the knowledge to effectively manage your team's access to folders and forms. We'll explore how to grant the right permissions to the right people, ensuring everyone has what they need to be productive, while still safeguarding sensitive information.

Formaloo was built with a collaboration mindset. To collaborate properly with your team members, you’ll need the access management capability on your forms, apps, and folders.

The problem of uncontrolled access

Imagine a messy desk overflowing with papers. Finding a specific document becomes a frustrating game of chance. Collaboration suffers as team members duplicate efforts or struggle with outdated information. This chaos translates perfectly to the digital world when access to folders and forms goes unchecked.

While open collaboration is crucial, unrestricted access creates a chaotic environment with several drawbacks:

• Version control chaos:  Multiple people editing the same document or form simultaneously can lead to conflicting versions. Finding the latest and most accurate information becomes a time-consuming nightmare.
• Accidental mayhem:  Imagine someone accidentally deleting a critical form or editing a confidential document with the wrong information. Uncontrolled access increases the risk of such mishaps, potentially impacting project deadlines and data security.
• Information leaks:  Sensitive data like financial records or client information require careful protection. Uncontrolled access creates vulnerabilities, making it easier for unauthorized individuals to access and potentially misuse this information.

By taking control of folder and form access, you can avoid these headaches and ensure a smooth, secure collaborative environment for your team.

How to manage your team's access to your formaloos

Invite your team members to your workspace

You can invite your team members from the "Workspace members" tab on your dashboard profile settings. Once they approve the invitation, they will be added as a team member to that specific workspace.

Manage your team’s access to a formaloo

When you add your team members to your workspace, they will not have access to any formaloo on your workspace unless you share those forms and apps with them.

To manage the accessibility of a formaloo, open your form/app and click on the 'Share' button.

Add your team member and select the access level you want.

Different levels of access. What do they mean?

As you’ve seen, there are different levels of access you can give to each of your team members. Let’s see what they mean.

• Read only: The person with this access can only view the form and the responses and charts on it. They can’t edit the responses though.
• Read & Edit Responses (rows): This level goes one level further and enables the user to edit/delete the responses too.
• Full access to responses + Edit apps & forms: Again, this level has one higher access level enabling the user to edit the logic and calculator of the form.
• Full access to responses + Edit & delete apps & forms: People with this access not only have all the above access levels, but they also can delete forms.
• Full Ownership: This access level includes full ownership accessibilities. Team members with this access can do all the above + move forms. Only owners can move and delete folders.

Keeping your team on top

By implementing the strategies outlined in this article, you'll be well on your way to managing your team's access to folders and forms effectively. Remember, clear access controls create a win-win situation. Your team will benefit from increased productivity, reduced frustration, and a more secure work environment. So, take charge and empower your team to collaborate seamlessly without compromising information security.

For an extra layer of control, consider setting up regular reviews of access permissions. This ensures that team member roles and project needs are reflected in the access granted. With a little planning and the right tools, you can keep your team on the same page and your projects on track.

Start sharing access to your forms and folders from your Formaloo dashboard. To collaborate with your team members , you can upgrade to our Team plan.