Share a form
Publish your form, choose who can answer it, share its link or attach it to a program, and close it when you are done.
Once your form is ready, you publish it, choose who can answer it, then share its link with your audience. This article explains each step, what respondents see, and how to close the form when you are done. To build the form first, see Create a form.
Publish your form
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Open the publishing settings.
In the form editor, click the “Publish & share” icon at the top right, next to “Save”. The “Publish & sharing settings” window opens.
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Choose who can access the form.
Select one of the five options described below, and fill in the details it asks for.
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Click “Publish”.
Your form is published: it now appears as “Published” in “Content” > “Forms”, with its link.
You can change these settings later, the same way. Anyone who has the link can try to open the form, but RandomCoffee only lets in the people allowed by your choice.
Who can answer
| Option | Who can answer |
|---|---|
| “Public” | Anyone with the link. |
| “Everyone in my workspace” | Only the active members of your workspace, recognized by their email address. |
| “Specific email domains” | Only people with an email address on the domains you list in “Allowed domains” (enter each domain without the ”@”, for example example.com). |
| “Specific audience” | Only the members who match one of the audiences you choose in “Select an audience”. |
| “Password protected” | Anyone with the link who also has the password you set (at least 6 characters). Share the password separately from the link. |
Use audiences to target specific groups by department, location or any category of your members. See Create an audience.
What respondents see
- “Public”: the form opens directly.
- “Everyone in my workspace”, “Specific email domains” and “Specific audience”: before the form, respondents are asked to verify their email. They enter their email address, click “Send code”, then enter the 6-digit code they receive. Members already signed in to RandomCoffee are recognized without a code.
- “Password protected”: respondents enter the password and click “Unlock”.
With the three options that verify the email, RandomCoffee recognizes the respondents who are members of your workspace: their answers are linked to their profile, and you can turn the answers into member data. With “Public” or “Password protected”, only the members already signed in to RandomCoffee are recognized: to identify every respondent, add an “Email verification” block to your form.
Share the link
From your list of forms
In “Content” > “Forms”, each published form has a link icon at the end of its line: click it to copy the link of the form.
From the form page
Click the name of a published form (or the three dots, then “Details”). The form page has four tabs: “Summary”, “Submission”, “Share” and “Settings”. In the “Share” tab:
- “Share Link”: the link of the form, with a “Copy” button;
- “Link Preview”: how the link appears when you post it on a messaging app or a social network, with the name of the form and its cover image.
Share the link wherever your people are: in an email, on your intranet, or in a Slack or Microsoft Teams channel.
Announce it with a broadcast
Use a broadcast to present your initiative and share the form link with the same audience, directly from your RandomCoffee workspace. No need to ask other departments to relay your internal communication. See Create a broadcast.
Attach it to a program
To collect answers from the participants of a mentoring program, attach the form to the program in its “Program forms” section: “Registration”, “Opt-in” or “Post-match”. Participants then get the form at the right stage. Make sure the form is published: participants cannot submit a draft form.
Program forms come with mentoring programs, part of the mentoring add-on on the Pro and Enterprise plans. See Program forms.
Form settings
The “Settings” tab of the form page has three options. Turn them on or off, then click “Save”.
- “Progress bar”: shows respondents how much of the form they have completed, which encourages them to continue until the end.
- “Close form”: people can no longer answer the form.
- “Close form on a scheduled date”: choose the date, time and time zone when the form stops accepting new submissions.
When a form is closed, people who open its link see “This form is now closed”. The answers already received stay available.