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How to Share a Form

How to Share a Form

Share your forms with team members, vendors, or visitors using unique URLs and QR codes.

Quick Summary

Open a form's Form Associate tab to copy links or download QR codes for each assignment. Share via email, print QR codes, or embed links in other systems.

Before You Begin​

Requirements
  • The form must be Active (published)
  • The form must have at least one assignment (location or asset)
  • You must have read permission for the form

Sharing Options​

MethodBest For
Copy LinkEmail, chat, or embedding in other systems
QR CodePhysical posting at locations, asset labels
Bulk ExportPrinting multiple QR codes at once

Step-by-Step Guide​

  1. Open the form and go to Form Associate tab
  2. Find the assignment (location/asset) you want to share
  3. Click the Copy Link icon
  4. Paste the URL in an email, message, or document
tip

Each assignment has a unique URL. Sharing the correct link ensures responses are tagged to the right location/asset.

Option 2: Download and Print QR Code​

  1. Open the form and go to Form Associate tab
  2. Find the assignment you want
  3. Click the QR Code icon
  4. Click Download QR Code
  5. Print and post at the location or attach to the asset

Option 3: Bulk Download All QR Codes​

  1. Open the form and go to Form Associate tab
  2. Click Export QR Codes button
  3. A ZIP file downloads containing all QR codes
  4. Extract and print as needed

Where to Post QR Codes​

Location TypeSuggested Placement
RestroomsInside door, above sink
EquipmentOn the asset label or nearby wall
LobbiesReception desk, table tents
Meeting RoomsNear light switch or door
VehiclesDashboard or sun visor
tip

Laminate QR codes for durability in high-traffic or outdoor areas.

Real-World Examples​

Situation: You need your maintenance team to fill out a training feedback form.

Solution:

  1. Create and publish the form
  2. Assign to your main office location
  3. Copy the link from Form Associate tab
  4. Email your team: "Please complete the training feedback: [paste link]"

Result: Team members click the link, complete the form, and you see all responses in the Responses tab.

Example 2: QR Code Signage​

Situation: You want visitors to rate cleanliness in your building lobbies.

Solution:

  1. Create a "Cleanliness Feedback" form
  2. Assign to each lobby location
  3. Download QR codes for each
  4. Design and print signs: "How are we doing? Scan to give feedback"
  5. Post signs in each lobby

Result: Visitors scan with their phones and submit feedback. You track satisfaction by location.

Example 3: Asset Labels with QR Codes​

Situation: You need technicians to log maintenance on 50 HVAC units.

Solution:

  1. Create "HVAC Maintenance Log" form
  2. Assign to all 50 HVAC assets
  3. Bulk export QR codes as ZIP
  4. Print QR code labels using label printer
  5. Attach labels to each HVAC unit

Result: Technicians scan the label on any unit, log their work, and responses are automatically linked to that specific asset.

When someone opens a form link or scans a QR code:

  1. Mobile device: Opens in mobile browser, optimized for touch
  2. Desktop: Opens in web browser
  3. No login required: Public forms can be submitted by anyone with the link
  4. Pre-filled context: Location/asset is automatically set based on the link
Anonymous Submissions

Forms can be submitted without logging in. If you need to track who submitted, add a "Name" or "Employee ID" question to your form.

Troubleshooting​

IssueSolution
QR code doesn't workCheck if the form is Active (not Draft or Paused)
Link shows errorVerify the assignment hasn't been removed
Can't download QR codesEnsure you have read permission for the form
Response not linked to locationMake sure users scanned the correct QR code

Need help? Contact Infodeck Support

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