New article
Recently updated
Using private link forms in Assurance
Who is this article for?Administrators who want guidance on using private link forms in Assurance.
Administrator access is required to enable private link forms.
Private link forms in Assurance allow authenticated users to securely access and submit forms via a unique URL. Unlike public link forms, which are accessible to anyone with the link, private link forms ensure that only registered users within your organisation can interact with the form.
They are designed for specific scenarios where form access must be restricted to authenticated users. While they offer secure submission, they are not always necessary. In most cases, a public link form is the more efficient and reliable choice.
This article helps you decide when a private link form is appropriate, and when a public link form will serve your needs better.
1. What is the difference?
| Feature | Public link form | Private link form |
| Login required | No | Yes |
| Access control | Link-based | User-based |
| Submission tracking | Anonymous or named | Authenticated user |
| Automatically submit for approval | Yes | No |
| Public link notifications | Yes | No |
| Send back to submitter | Yes | No |
| Ideal for | Feedback and complaints, maintenance requests, most general forms | Lookup fields with sensitive data |
2. When to use a private link form?
Private link forms should only be used when there is a genuine need for login-based access. Some examples include:
- Restricted Lookup Fields: If your form includes a lookup field in the submission stage (e.g., selecting from a master list of internal forms or users) and you do not want that list exposed publicly.
- External System Integrations: If your form integrates with another system (e.g., HR, finance, or student management system) and pulls sensitive data into a lookup field, a private link form helps protect that data from being exposed to unauthenticated users.
Unsure whether to use a private link form?
Using private link forms without a genuine need can lead to unnecessary complexity and access issues.
3. How to enable a private link form?
Follow these steps to enable a private link form:
- Select the Administration cog icon from the navigation menu.
- Select Registers and Forms Templates under the Registers and Forms section.
- Select the name of the template.
- Switch to the Details tab and select the Edit button.
- Select the Enable Private Link tick box.
- Select the Update button. This will generate a URL which can be used to access the private link for the selected template.