Allowing people in my organization to view attachments uploaded in FORMS

Question

I have created a FORM which allows people in my organization to upload files/pictures. When you view the RESPONSE tab, under UPLOAD Pictures section no one can view the pictures except me who created the form. I need all people in my organization to have the access to the pictures that are uploaded through FORMS.

Answer 1

Hi Kathy,

Welcome to community and thank you for sharing the experience with us.

I went through your post carefully. It seems like you shared the forms with others by getting a link from Share to collaborate in the form and you want other people also see the uploaded pictures/files from the Responses tab. (If I misunderstand anything, feel free to correct me)

I have also tested from my side and I get the same behavior that only the person who creates the form can view the uploaded pictures/files from the Responses tab. When the collaborator tries to open the uploaded file/picture, it will show 403 FORBIDDEN.

I suppose it happens because that uploaded files/pictures are saved in the form's creator's OneDrive for business. It's expected that other people won't be able to access those files since OneDrive is a personal storage place.

When creating a new question with File upload feature, it shows the information as below:

As a workaround, if you are willing, you may go to your OneDrive for business, navigate to the folder related to the form, it should have the same folder name as your form's name. (You can directly search for it from the Search box on the top menu in OneDrive)

Then share that folder with the people whom you want to view the uploaded files/pictures.

For example, select the folder and click Share > Specific people>Apply>enter the name, group of people or email address>click Send.

Here is an article for reference: Share OneDrive files and folders

Per my test, when people have access to the folder, they will be able to view the attachments uploaded from Response tab.

Have a nice day and stay safe!

Best Regards,

Tina

Answer 2

Hi Kathy,

Thanks for posting back.

May I know if you want to find the folder which stores the uploaded files/pictures from your OneDrive?

If so, the folder is stored in My Files but not Shared libraries in your OneDrive.

You can click My files from left menu, navigate through the folders and try to find a folder called Apps > click it will show Microsoft Forms folder, then you will find a folder which has the same name as your form. You can share the folder with other people.

Or you can directly search for the form's name, just enter the form name in the Search box from the top menu and press Enter.

Screenshots for your reference:

If this is not want you want, could you please confirm information so that we can better understand the situation from your side and help you?

1.Where do you create the form? From Forms home page or a SharePoint document library>New>Forms for Excel ?

2.When people cannot view the attachments from Responses tab, what error message do they get? Please also share a screenshot about it.

Thanks for your patience and effort. Hope you have a nice day!

Best Regards,

Tina

Answer 3

Thank you. I was able to change the access to the file.

Answer 4

Tina, thank you for the information. Unfortunately, my One Drive does not list my Shared Point files in my shared library. I have the files listed in Teams but not in One Drive. I hate to ask, but do you know why?