Collect information from web visitors to your Inboxes and Share Links using custom Forms. Forms can be configured to hide any of the standard registration fields (name, company or email address) and to define custom fields applicable to your business.

Forms can be associated with individual Inboxes and Share Links, allowing you to collect the most relevant data from visitors to different links.

Required Permissions for Managing Forms

Any user with permission to share a folder can create a custom form. They can also update or delete the forms they create. Site administrators can update or delete any form, regardless of who created it.

All users can attach one of their forms to a Share Link they create. Folder administrators can assign any form they created to an Inbox in a folder they manage. Site administrators can assign any form to any Share Link or Inbox, but other users can only select forms they created.

Creating a New Form

When you create a form, you'll specify its Form Title, determine which of the standard registration fields should be hidden, and add custom fields of your own.

The Form title only displays internally to help you select the correct form when applying it to a Share Link.

By default, all 3 standard registration fields are included, but you can remove any combination of them from your form.

When you add a new field to your custom form, you'll specify a label, description and type.

The Label displays above the field, indicating what information the user should enter (e.g., "Phone Number", "Job Title", etc.). The Description displays as the help text when a visitor hovers over the question mark next to the Label. Type can be Short Answer (one line of text), Paragraph (multiple lines of text), Multiple Choice (radio buttons allowing user to select one), or Dropdown (select list allowing user to select one). The Multiple Choice and Dropdown options give you the ability to enter the options the user can select from.

Applying a Form to an Inbox or Share Link

When an Inbox requires visitors to provide registration information, you can choose a custom form you created. Site administrators can also select from any custom form that exists.

The same applies to Share Links - if the Share Link requires registration, you can specify a custom form from the list of forms you created. Site administrators can also choose from any form created by anyone.

Once a custom form is created, you can apply it to an Inbox by updating the Inbox's settings and selecting the new form in the Custom form setting. You apply a custom form to a Share Link in a similar way—edit the settings for the Share Link, make sure that Require registration is enabled and select your form in the Custom form setting.

Organizing Uploads into Subfolders Using Form Fields

You can automatically put uploaded files into subfolders for an Inbox or a Share Link that lets people upload. You can insert any of your form's fields into your Subfolder name template so that the subfolder names are based on the answers given in the form.

Using a custom form this way keeps uploads organized and makes it easier to find files later.

Listing Registrations via Web Interface

The lists of registration information collected for Share Links and for Inboxes are visible to anyone with access to the Share Link or Inbox. Listings shown on the web can include all fields that are used in the standard registration forms or your own specific custom form fields.

Exporting Registration Information via Web Interface

Your site does not support the ability to export visitor registration information using the web interface, but this information is accessible via API call. You can find documentation for this method on our API and Developer Documentation website.

Exporting Registration Information via CLI/API

Form Registration Information can be listed and exported via API method as mentioned above. You can use the Command Line Interface (CLI) App with the inbox-registrations list command to achieve this. You might find it helpful to export this information in CSV format and save that output to a file. Here's how to do that using the CLI:

files-cli inbox-registrations list --api-key YOUR_API_KEY --format csv > inbox.csv

Share Link registration information can be exported with a similar CLI command:

files-cli bundle-registrations list --api-key YOUR_API_KEY --format csv > inbox.csv

Form Data Visibility

Data entered into a custom form will be visible to your site administrators, read-only administrators, and to any users who can access the registrations. For inboxes, this includes anyone with folder admin access to the inbox folder. For Share Links, this is the user who created the share link.

If you're organizing uploaded files into subfolders using the form names, those names will be visible to anyone with access to the target upload folder.