Manage Automatic Form Sharing, User Imports, and Access Backfill Using the Helper Page

This guide will explain how to use the helper page to automatically share forms with new users and review access for existing users.

1. ACCESS THE HELPER PAGE:

  • Please use this link to open the Helper page: https://app.formyoula.com/online_v5/6aae73254e6bd02313bc2159
  • The helper page contains three options:
    • Automatic Sharing – Automatically share selected forms with new users.
    • Import Users – Create users from a CSV file and share selected forms with them.
    • Review Access & Backfill – Find existing users who are missing access and share the form with them.
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2. AUTOMATIC SHARING:

  • Use this option to automatically share selected forms with new Salesforce and Formyoula-only users.
  • Open the “Automatic Sharing” tab.
  • Under “Forms to share automatically”, select one or more forms.
  • Under “Access to grant”, select the required access:
    • Create entries – Users can submit new form entries.
    • Create and view entries – Users can submit entries and view their captured entries.
  • Click “Save Automatic Sharing”.
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  • The helper page will display an Automatic sharing saved confirmation when the configuration has been saved successfully.
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3. IMPORT USERS:

  • Use this option to create users from a CSV file and share one or more forms with them.
  • Open the “Import Users” tab.
  • Under “Forms to share with imported users”, select one or more forms.
  • Under “Access to grant”, select “Create entries” or “Create and view entries”.
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  • Click “Choose a CSV file” and select the prepared file.
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  • Preview User Import: Review the Users ready to import table and confirm that the user details are correct.
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  • Select I reviewed the import preview and selected forms.
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  • Run the user import by clicking “Create Users And Share Forms”.
  • The helper page will create each user with an active status, share every selected form, and verify the selected access.
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Note: Once the process is complete, the helper page will display the number of users created and forms processed.

4. REVIEW ACCESS & BACKFILL:

  • Use this option to review a form and identify existing users who do not have the selected access.
  • Open the “Review Access & Backfill” tab.
  • Under “Form to review”, select the required form.
  • Under “Access to grant”, select “Create entries” or “Create and view entries”.
  • Click “Review User Access”.
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  • The helper page will compare the selected form's current access with the standard users in the organisation.
  • Review the Users missing selected access table.
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  • If every reviewed user already has the selected access, no backfill is required.
  • If not, select “I reviewed the missing-user list and want to share the form”.
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  • Run the backfill action by clicking “Activate And Share Missing Users”
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  • The helper will share the selected form with the users shown in the table and verify their access. Existing access is preserved and is not removed during the backfill.
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For any questions, please contact us - [email protected] or the Formyoula in-app chat. 🙂