# Add via Share form link

## Overview

The Share Form Link feature enables you to create customizable public forms for collecting data in Labii from people who don't have Labii accounts. This is particularly useful when you need to gather information from external parties such as research participants, collaborators, clients, or anyone who needs to submit data to your laboratory.

**Common use cases:**

* Collecting patient information for clinical studies
* Gathering sample submission details from external laboratories
* Receiving meeting attendance confirmations
* Collecting survey responses from research participants
* Accepting equipment service requests from facility users

**Key capabilities:**

* Create public forms with customizable fields
* Control field visibility, requirements, and default values
* Real-time preview of form appearance
* Automatic email notifications for submissions
* No authentication required for form users

## Creating a Share Form Link

{% stepper %}
{% step %}
Navigate to the table where you want to collect data (e.g., Experiments, Samples, Patients)
{% endstep %}

{% step %}
Click the **Add \[record type]** dropdown button (e.g., "Add experiment")
{% endstep %}

{% step %}
Select **Share form link** from the dropdown menu
{% endstep %}

{% step %}
The Form Share Settings panel appears on the left with a live preview on the right
{% endstep %}
{% endstepper %}

## Configuring Form Settings

<figure><img src="/files/mc4z6ZmelkRkfcmCO7uo" alt=""><figcaption></figcaption></figure>

### Basic Information

**Title**

Enter a descriptive title that clearly indicates the form's purpose. This appears at the top of the shared form.

*Example:* "Patient Information Collection Form" or "External Sample Submission"

**Description**

Provide clear instructions or context for form users. This text appears below the title and helps users understand what information to provide.

*Example:* "Please complete all required fields to submit your sample information. You will receive a confirmation email upon successful submission."

### Appearance Settings

**Should hide header**

Controls whether the Labii header appears on the shared form.

* **Enabled:** Header is hidden for a cleaner appearance
* **Disabled:** Full Labii header is visible

{% hint style="info" %}
Hiding the header creates a more streamlined, professional appearance for external users.
{% endhint %}

**Should hide footer**

Controls whether the "Powered by Labii Inc" footer appears.

* **Enabled:** Footer is hidden
* **Disabled:** Footer is visible

**Should hide AI Assistant**

Controls whether the AI Assistant button is available to form users.

* **Enabled:** AI Assistant is not available (recommended for external forms)
* **Disabled:** Users can access AI assistance

{% hint style="success" %}
For external forms, enable this option to simplify the interface and focus users on form completion.
{% endhint %}

### Field Configuration

**Hidden columns**

Select fields that should not appear in the shared form. Users won't see or be able to fill these fields.

*Use this for:*

* Internal tracking fields
* System-generated data
* Fields that will be auto-populated

*Example:* Hide "Associate To" field if not needed for external submissions

**Required columns**

Select fields that must be completed before submission. These fields display a "Required" label and prevent form submission if left empty.

*Example:* Make "Projects", "Name", and "Email" required to ensure essential data is collected

**Readonly fields**

Select fields that users can see but cannot edit. These fields display as "Disabled" and show pre-filled information.

*Use this for:*

* Pre-selected project assignments
* Reference information
* Context that shouldn't be modified

{% hint style="warning" %}
Set default values for readonly fields before making them readonly, otherwise they will appear empty and locked.
{% endhint %}

**Default data**

This field automatically captures values selected in the preview panel. When you fill out fields in the preview, those values become defaults for all form submissions.

*How it works:*

1. Select values in the preview panel (right side)
2. "Default data" field updates automatically
3. All form users will see these pre-filled values

*Example:* Select "Q1 2026 Study" in the Projects field → all submissions will default to that project

**End user email column**

Select which field should capture the submitter's email address. This email is used for sending confirmation notifications.

*Requirements:*

* Must be a text or textarea field
* Required for notification functionality
* Users must enter a valid email address

## Preview and Submission Workflow

<figure><img src="/files/PAhxMq7iaMszf5wDNaUF" alt=""><figcaption></figcaption></figure>

### Previewing Your Form

{% stepper %}
{% step %}
After configuring all settings, click the **Preview** button
{% endstep %}

{% step %}
A new browser tab opens showing the form exactly as external users will see it
{% endstep %}

{% step %}
The preview includes:

* Custom title and description
* Only visible fields (hidden fields are removed)
* Required field indicators
* Disabled/readonly fields with pre-filled values
* Default values you configured
  {% endstep %}

{% step %}
Test the form by filling it out as an end-user would
{% endstep %}
{% endstepper %}

### Submitting Through the Form

{% stepper %}
{% step %}
Fill out all required fields (marked with "Required" label)
{% endstep %}

{% step %}
Provide a valid email address in the designated email column field
{% endstep %}

{% step %}
Click the **Submit** button
{% endstep %}

{% step %}
Upon successful submission, you'll see:

* Success message: "Form Submitted Successfully"
* Option to "Submit another response"
* Confirmation that data was saved
  {% endstep %}

{% step %}
Check your email for the confirmation message
{% endstep %}
{% endstepper %}

**Notifications sent:**

1. **To form owner:** "Your form, \[Form Title], has received a new submission"
2. **To submitter:** "Your submission to \[Form Title] has been received"

### Verifying Submissions

{% stepper %}
{% step %}
Return to your Labii workspace
{% endstep %}

{% step %}
Navigate to the table where submissions are stored
{% endstep %}

{% step %}
Verify the new record appears in the list with all submitted data
{% endstep %}

{% step %}
Click **Notifications** in the side navigation
{% endstep %}

{% step %}
See notification: "Your form, \[Form Title], has received a new submission"
{% endstep %}

{% step %}
Check the **Sent notifications** tab
{% endstep %}

{% step %}
See confirmation: "Your submission to \[Form Title] has been received"
{% endstep %}
{% endstepper %}

## Best Practices

1. **Always test before sharing** - Use the Preview function to test the complete submission workflow from start to finish
2. **Minimize visible fields** - Only show fields that external users actually need to complete. Hide internal tracking fields
3. **Use clear titles and descriptions** - Help users understand the form's purpose and what information they need to provide
4. **Pre-fill when possible** - Use default data to reduce user effort and ensure consistency across submissions
5. **Make critical fields required** - Ensure you collect all necessary information by marking essential fields as required
6. **Hide branding for professional look** - Consider hiding header/footer for a cleaner appearance when sharing with external parties
7. **Configure email notifications** - Always set "End user email column" to enable automatic confirmations
8. **Test readonly fields carefully** - Ensure users can see but not modify pre-set values that provide important context
9. **Document the form URL** - Keep track of shared form links and their purposes for future reference
10. **Monitor submissions regularly** - Check the Notifications page to stay informed of new submissions in real-time

{% hint style="success" %}
For sensitive data collection (e.g., patient information), review your organization's data privacy policies and ensure compliance with regulations like HIPAA or GDPR before sharing forms externally.
{% endhint %}

## Related Documentation

* [Add Records](/user-guide/add-record.md)
* [Table Management](/admin-guide/tables.md)
* [Notifications](https://github.com/Labii/labii-gitbook-docs/blob/gitbook/user-guide/navbar/notifications.md)
* [Email Settings](/admin-guide/organization.md)


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