Forms

Forms only your people can open

Login required is the access type for when it matters who answered. A respondent has to be signed in, and you can limit that to a list of addresses or to everybody on a domain.

Create a form with OneCraftThe allow-list, the whole-domain rule, and what it changes about your data

The Access Type list open in the Publish tab showing public, secret key, login required and domain restricted — All four access types. A form has exactly one of them.

Two ways to say who

A list of individual email addresses, for a small named group like a committee or a set of approvers. Or a whole domain rule, so anybody with an address at your company can open it. The domain rule is what you want for staff forms, because it keeps working when somebody joins without you editing the form.

What it buys you

Certainty about who submitted. That matters for approvals, for anything with a policy attached, and for any form where a response triggers something on somebody’s behalf. It also removes the field asking people to type their own email address, which is one fewer thing to get wrong and one fewer thing to fake.

What it costs you

A sign-in step, which is a real barrier for anyone outside your organisation. Never use login required on a form you send to customers or the public: you will lose most of them at the sign-in screen, and the people you do get will be the ones who already had an account.

Combining with the other three

The four access types are exclusive, so a form is public, key protected, login required or domain restricted, not a combination. If you need a public form that only certain people can complete, the honest approach is a public form with a reference number field you check afterwards.

How it works, in three steps

Step 1
Choose login required
It is one of the four access types in the publish settings.
Step 2
Add addresses or a domain rule
A named list for a small group, a whole domain for staff. The domain rule survives people joining and leaving.
Step 3
Publish
Access settings are stored with the published version, so the live link picks the change up on publish.

The full walkthrough with screenshots is in the guide Control who can fill in your form.

Limits worth knowing

The four access types are exclusive. A form has one of them.
Login required is a real barrier for anyone outside your organisation.
An allow-list is edited by hand, so it needs maintaining as people change.

See it on a finished piece

Job application form

20 fields

Volunteer signup form

10 fields

Product order form

16 fields

Questions people ask

Can I allow everyone at my company?

Yes, with a whole domain rule. That is usually better than a list of names, because it keeps working when somebody joins.

Should I use this for a customer form?

No. A sign-in step will lose most people who do not already have an account. Use public or a secret key instead.

Does it record who submitted each response?

Yes, that is the reason to use it. It also means you can drop the field asking people to type their own email address.

Make your own form

The button opens the generator with this use case already described. Change the wording to match yours, generate, then edit anything you like.

Create a form with OneCraft