how can I prevent a team member from changing a Form?

Question

how can I prevent a team member from changing a Form?

Arthur Forbus 31

I have a Form (survey) setup that channel team members send to external folks to collect their responses, which works perfectly, but the Form is in our team channel and members keep inadvertently edit the form, removing questions and such and I want to lock it down so they cannot change the content of the questions in the survey.

Woodchuck0902 0 Reputation points

2023-07-11T20:38:29.1966667+00:00

To my knowledge this has not been addressed by Microsoft. I created a Group Form and asked members to test, which allowed someone to access the editable Form. They deleted fields that were feeding a Flow to create SharePoint folders on a site and broke that flow. I wish you could give view only to team members or owners.

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Woodchuck0902 0 Reputation points

2023-07-11T20:38:29.1966667+00:00

To my knowledge this has not been addressed by Microsoft. I created a Group Form and asked members to test, which allowed someone to access the editable Form. They deleted fields that were feeding a Flow to create SharePoint folders on a site and broke that flow. I wish you could give view only to team members or owners.

Answer 1

Hi @Arthur Forbus ,

I have a Form (survey) setup that channel team members send to external folks to collect their responses

Based on your description, do you mean you only want to prevent the channel team members from editing the form? In other words, they still need to share the form to external users and be able to view the response results, right?

If this is the case, to the best of my knowledge, I am afraid currently there's no built-in options available for this. An workaround I can think of is as follows:

To enable the channel team members to view the response results, choose "Add an existing form" instead when adding the Forms tab and then the form you want to add, choose "Show results":
In order for the members to be able to share the form, you may considering copying the sharing link and save it into the channel or tab chat:

In my test, I just shared the url in the tab conversation:

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Arthur Forbus 31 Reputation points

2022-01-20T14:56:26.827+00:00

Yukisun-MSFT, thanks again for your help but now with the work around I am seeing another problem, the link normally on the Response tab to Open in Excel does not seem to be available. Is there a way to make that file available to the channel members?
Yuki Sun-MSFT 41,376 Reputation points Moderator

2022-01-24T08:20:40.363+00:00

Hi @Arthur Forbus ,

I checked it on my end and cannot see the Open in Excel button on the Response tab either. But per my test, the Excel file can be accessed on the Files tab in the channel:

Answer 2

Domagoj Novak 586

Hello,

why is the survey added to the channel if members don't need to edit the survey?

You can add a "Fill" survey which can't be edited without the collaborative link - when adding the survey (Forms app) to the Teams channel, use "Add an existing survey" option. This way, the survey will be added as an fill out survey and not an editable (collaborative) survey.

Kind regards,
Domagoj

Answer 3

Real Ec 0

One year after this question, I wonder if Microsoft has come with a better solution. The forms in Team are still open to edition of whoever want to fill it. Is there a way to avoid 'edit' button?

Karen Z 5 Reputation points

2023-05-12T19:41:19.8566667+00:00

Same issue, there needs to be a way to restrict access - propose to being able to change it from all members to owners that way you can assign restrictions based on that
kenny 0 Reputation points

2023-06-02T15:21:04.7333333+00:00

I think one way is to create the form under your account, not in the team. Then share the form to the team. This will make you the sole editor and the team members only have ability to fill in the form.

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how can I prevent a team member from changing a Form?

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