Users can access Sharepoint forms when I send the link, but not when my colleague does

Question

I have created forms on a Sharepoint site for employees to fill out. Most employees do not have access to this Sharepoint site, but when I go to the appropriate page and select "Forms [in the top ribbon]," select the appropriate created form, and select the "Send Form" tab, a link appears with the caption, "People in <company> with the link can respond." Our intention is for employees to have access to the form but not the site which contains it.

Here is where the issue becomes complicated. When I send this link to an employee, that employee (even if they do not have access to the containing site) is able to access the form. This is the desired result.

However, when I send the link to a people manager who then sends the link to his direct reports, they are not able to access the form, instead receiving a Permission error.

We have confirmed that any given employee successfully accesses the link when I send it but not when the people manager does.

I cannot understand why a static URL works for employees when sent directly from me, but not when mediated through another employee.

Answer 1

Hi Josh,

Thanks for posting back and providing the detailed information.

There was a misunderstanding in my first reply. I thought you were using a Microsoft form (group form) to collect responses, but the fact is that you were sending a list form to collect responses and add data to a list. They are different features. This was my mistake.

Generally, internal users should be able to access the list form and submit responses without permission. This is expected behavior. Also, based on my test, no list or site settings can cause the permission error. In this case, I suggest you create a new list form, send its link to them, and check the result.

If the permission error still occurs, it may be caused by their accounts. I recommend you report the problem to your tenant admin or IT team and ask them to raise a support ticket via the Microsoft 365 Admin Center> Support> New service request. The support team there has the correct channel and resources to help you investigate more and find what exactly the reason has caused this problem at the backend.

Appreciate your understanding and patience.

Sincerely, 

George | Microsoft Community Moderator

Answer 2

George, thank you very much for your swift and detailed reply. The issue does persist in private browsers. To answer your further questions in order:

1. The forms when loaded into a private browser are the Collect Responses interface.
2. The links to the forms were copied and pasted into a document which was then shared with the people manager's team. When the people manager accesses the link from a private browser and signs in, he encounters the Collect Responses interface.
3. The window from which I am copying the link does not have an option to change permissions settings. Here is a screenshot:

4. No images or videos are included in the forms.
5. These are all internal accounts, company employees with @company.com addresses.

Thank you again for your help. Please let me know if I can provide any further information.

Answer 3

Hi Josh,

Thanks for posting in the community. We are happy to help you.

As you mentioned, internal users should be able to access the group form (through the "Only people in tenant can respond" sharing link) and submit responses, even if they don't have access to the site. This is expected behavior.

For "when I send the link to a people manager who then sends the link to his direct reports, they are not able to access the form", I would like to collect more information to troubleshoot.

Let one affected user (the direct reports) open a Private browser window, access the link in the browser, sign into their accounts, and check again.

If the Permission error still occurs, please check the following point.

1. I suggest you validate the link you sent to the people manager. Open a Private browser window, copy/paste and access the link, sign into your account, and check if the interface is the Collect Responses interface, not the Edit mode interface.
2. I would like to know how the people manager sent the link to his direct reports. Did he copy/paste the link you sent and send it to his direct reports directly?

If not, you can let the people manager validate the link he sent to his direct reports.  Open a Private browser window, copy/paste and access the link, sign into his account, and check if the interface is the Collect Responses interface, not the Edit mode interface.

3. I would like to know the settings of the sharing link. Generally, you should select the "Only people in tenant can respond" option. If you selected "Specific people in tenant can response" and didn't add these users, then the permission error will occur.
4. Have you inserted any online images or videos stored in a SharePoint site into this form?
5. Are these affected users internal (using internal accounts) or external (using external accounts)?

We look forward to your response. Thanks for your cooperation.

Sincerely,

George | Microsoft Community Moderator