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No longer want public form accessible

asked on November 30, 2021

What is best practice when you no longer want the public to be able to access a form?


  • Change from Public to Restricted?
  • Unpublish under Process Options?  If this is best, it will not affect anything with the form(s), process, data, etc., correct?
  • Change link?


Any help or insight would be greatly appreciated.  Thanks!

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replied on November 30, 2021

It kind of depends on whether or not you have any active instances.

Usually I just unpublish, but if you have active instances that still require user tasks to be completed, then I would change it to Restricted until all instances are completed.

Unpublishing won't remove any process data or submission history, but I'm 99% sure it would prevent users from completing user tasks so it depends on your process.

Submitter access rights only apply to the initial form, so even if you set it to Restricted and give no one access, that wouldn't negatively impact user tasks that happen after a process starts, meaning it is a good way to prevent new submissions without disrupting active processes.

I would not recommend just changing the URL because all that does is obscure the form meaning there's still a chance, however remote, that someone could find and submit the form.

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replied on December 1, 2021

Thank you sir!  I've always thought unpublishing was the best option, but was never certain on exactly what that done.  Really appreciate the info.

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replied on December 2, 2021

Another option is to keep the form published but change the starting form to a new form with a message explaining why the form is gone, using script to hide the submit button and going straight to an end event in case someone has script disabled and clicks submit for any reason.

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