Collaborating and reusing work

Who else is here

When someone else has the same form open, their initials appear as small circles in the builder toolbar. Hover over them to see the names. The builder checks in every 20 seconds, and a person counts as present if they checked in within the last 45 seconds. Up to four are shown.

Comments

Every question has a Comments section in the settings panel. Type in the box that says "Leave a note for collaborators" and select Comment. Each comment shows who wrote it, and has Resolve and Reopen. Questions with open comments show a small speech-bubble count on the Questions tab.

Comments are for your team. Respondents never see them, and they are not part of a form version. Only editors and owners can add them.

Edit conflicts

Two people can edit a form at once. Each save carries a revision number, and if yours is behind, the builder shows Edited somewhere else with two choices:

• Load their version discards your unsaved edits and brings in the newer draft.
• Keep mine and overwrite saves your copy over theirs.

Neither choice touches the live form. Publishing is a separate step. Agreeing who edits which part of a form, and using comments to say so, avoids most conflicts.

Question bank

The question bank holds questions you want to reuse across forms in the workspace.

1. On a question card, open More actions and choose Save to question bank.
2. Give it a Name and select Save.
3. In any form, select Add question, then From question bank at the bottom of the list, and choose Insert.

An inserted question is a copy with new ids. Changing the copy does not change the bank or other forms. The bank is shared by everyone in the workspace, and anyone who can edit can add to it or delete from it. It lists up to 200 questions.

Import from another form

Import from another form, also at the bottom of the Add question list, opens the other forms in the workspace. Choose one, tick the questions you want (all are ticked at first) and select Import. The questions are copied into the place you were adding at. Logic rules are not copied, since they refer to questions in the original form.

Saved themes

On the Design tab, Save as theme stores colours, fonts and shape for everyone in the workspace. Applying it to another form takes one click. See The Design tab.

Duplicating a form

Duplicate on the Forms page copies a whole form as a new draft without its responses. See Dashboard, templates and trash.

Which one to use

Working with people who are not in the workspace

A colleague, client or freelancer can be added to one form only, as an editor or viewer, from the Share tab. Comments, presence and conflict handling work the same for them, and they see only the forms they were given. The Share tab invitation is a plan feature; see Default plan limits.