Form Sharing Settings

Couldn’t find any information on this, but how can I make a project form only accessible by people within that project?
It seems like this would be a big limitation if it’s not possible to limit who can access forms.

Forms are made to allow anyone from the world to input data into your Asana, so the link is kinda public once its out there. @Marie is that correct?

Hi @Israel_Gonzalez,

As it stands, it is not possible to manage Forms permissions, but this is certainly something our team will evaluate for future updates!

In the meantime, if your project is private to project members, and if none of the members share the Form link externally, nobody else will be able to access the Form! I know this is not ideal, but thought it could be useful until our team comes up with a better solution!

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I have run into this a couple of times now where a user thinks they are filling out the form but end up editing the actual form. Can there be a way to lock the form? One of these users is not a member of the project and was able to edit. I’ve disabled editing capabilities to those who are official members but since it is a public project, those it’s not shared with can come in and make changes. On that note, can it be standard for non-invitees to not be able to edit?

I appreciate any feedback.

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Hi @Olive and thank you for reaching out!

As it stands, there isn’t a way to lock forms within a project. If you are in a Paid plan, one workaround could be to convert the project to a Comment-only Project or turn it into a Private Project to avoid the non-member users to edit any task or the form itself.

There is an existing thread regarding this topic, so I’ve gone ahead and merged your post with it to consolidate feedback. I would suggest you to upvote the request by clicking on the Vote button next to the title.

I hope this helps Olivia, but please let me know if you have any follow-up question!

This seems to answer the question, but it doesn’t solve the problem. I, too, have encountered users who have tried to fill out the form (by clicking the Forms tab instead of the link to the form) and edited the form by accident.

Maybe instead of the Forms tab defaulting to the Edit mode of the form, it defaults to the form to be filled out. Then there’s an Edit link for those who should edit the form (the form’s owner). This won’t solve the permissions issue, but it will resolve the issue of accidentally editing the form.

Just a suggestion!

Oh, and just a pet peeve. If you can only have one form per project, why does the tab say Forms (plural)?

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I feel like a common usage of Forms would be to gather information from other employees.

I believe it would be great if a form could only be filled in by someone in your organization (logged into Asana), and it would populate the subsequent created task with that user’s name/email address (perhaps be able to tag them as the task creator). In that way you minimize the information they need to enter, you avoid externalizing a form, and you can create processes around internal users creating tasks, requesting things, etc.

Hi @Dave_Anderson1, thanks for reaching out and share your feedback with us!

We have a similar product feedback request about this topic. I’ve gone ahead and merge your thread with Form Sharing Settings to centralize feedback. I hope you don’t mind!

I’ll make sure to update the main thread once I have more information about this feature. Thanks again!