Cyber threats are becoming more frequent and more sophisticated. That’s why securing your online fillable form isn’t just a nice-to-have—it’s essential. Whether you’re collecting sensitive information from clients, internal teams, or external partners, PlatoForms lets you choose from different types of protection to ensure that your form is accessed only by the right people.
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What you’ll learn
Why form security is critical in 2025
The cybersecurity landscape has evolved dramatically. According to Statista, cybercrime caused over $10.3 billion in reported damages in 2022 alone—and this figure continues to rise with AI-enhanced threats targeting online form submissions.
Recent data shows that 63% of data breaches involve weak or stolen credentials, making form security more crucial than ever. With the rise of mobile-first interactions, securing your online fillable forms has become a multi-layered challenge requiring robust protection methods.
Current form security threats include:
- AI-powered credential stuffing attacks
- Automated form scraping and data harvesting
- Social engineering through fake form submissions
- Mobile device vulnerabilities
- Third-party integration security gaps
If you’re using online fillable forms for business, healthcare, HR, or any field that involves personal or confidential information, form security is your legal and ethical responsibility. Even a simple password or passcode can reduce unauthorized access by up to 94%.
4 proven ways to protect your forms
PlatoForms provides four comprehensive types of form access protection, each designed for specific security scenarios and compliance requirements:
| Protection type | Best for | Security level |
|---|---|---|
| Form Passcode | Restricting general form access | Medium |
| Shared URL Passcode | Securing shared submission links | Medium-high |
| Save-for-Later Passcode | Letting users resume incomplete submissions safely | High |
| Invitation Password | Sending forms to specific individuals only | Very high |
Each protection method works differently but all contribute to comprehensive data breach prevention and help maintain GDPR compliance for your online form submissions.
🔐 Want a visual comparison? Check our FAQ on passcodes vs. passwords.
Step-by-step: secure your forms with PlatoForms
Depending on your needs, you can enable one or more protections. Here’s how:
✅ Method 1: Form Passcode Protection
Purpose: Restrict access to the entire form with a single shared passcode.
Best for: Internal team forms, employee surveys, restricted content access.
Setup steps:
Go to Form Settings > Enable “Form is passcode protected”.
✅ Method 2: Shared URL Passcode
Purpose: Protect submission-related links shared after form completion.
Best for: Document sharing, follow-up communications, submission confirmations.
Setup steps:
Go to Form Settings > Enable “Shared URLs are passcode protected”.
Pro tip: This method prevents unauthorized access to completed submissions when links are accidentally shared.
✅ Method 3: Save-for-Later Passcode
Purpose: Secure partially completed forms that users need to finish later.
Best for: Long application forms, multi-session data entry, complex questionnaires.
Setup steps:
Go to Form Settings > Enable “Save for Later” > then enable “Save-for-later URL is passcode protected”.
Security benefit: Prevents unauthorized access to partially completed sensitive information.
✅ Method 4: Invitation Password (Highest security)
Purpose: Restrict form access to specific recipients with unique credentials.
Best for: Confidential surveys, client onboarding, HIPAA-compliant forms.
Setup Steps:
- Publish your form.
- Open the Invitation panel.
- Enable Tracking Invitation.
- Check Invitation is password protected.
Each invited user receives a unique link and password via encrypted email to access the form securely. This method provides audit trails and individual access control.
Which protection method fits your needs?
Here’s a quick guide to choosing the right option:
| Use Case | Recommended Method | Additional Considerations |
|---|---|---|
| Internal staff surveys | Form Passcode | Change monthly |
| Client document sharing | Shared URL Passcode | Set expiration dates |
| Multi-session applications | Save-for-Later Passcode | Enable session timeouts |
| Confidential individual forms | Invitation Password | Audit trail required |
| HIPAA-compliant medical forms | Invitation Password | + encryption at rest |
| Financial service forms | Combined Protection | Multiple layers needed |
💡 Enterprise tip: Combine multiple protection methods for maximum security. For example, use both form passcode AND invitation password for highly sensitive data collection.
Password or passcode? Here’s the real difference
- Passcode: Short code to protect general form access or links
- Password: Invitation-based protection, sent directly to each recipient
For a detailed breakdown, visit our FAQ page.
All-in-one form security with PlatoForms
PlatoForms isn’t just a form builder—it’s a secure workspace for collecting and processing data online. With features like:
- Password/passcode protection
- HIPAA-compliant forms
- Invitation tracking and access control
- AI-powered PDF to online fillable form conversion
…you can confidently handle sensitive information.
Try PlatoForms today—Sign up here and enjoy your 15-day free trial.
Read more: What are the HIPAA-Compliant PDF Form Tools You Can Try For Your Organization?
Video guide: Set up passwords and passcodes
Want to see it in action? Watch our tutorial on securing forms with passwords and passcodes:
Form security checklist: 10 essential steps
Use this comprehensive checklist to ensure your online fillable forms meet current security standards:
Access control
- Implement appropriate password/passcode protection
- Set up user access limitations
- Configure session timeouts
- Enable invitation tracking for sensitive forms
Data protection
- Verify SSL/TLS encryption is active
- Confirm data storage compliance (GDPR, HIPAA, SOC 2)
- Set up automated data backup systems
- Implement data retention policies
Monitoring & Maintenance
- Regular security audits and updates
- Monitor for suspicious access attempts
- Keep passcodes updated monthly
- Review and update user permissions quarterly
Compliance requirements
- Document security measures for audits
- Ensure mobile device compatibility
- Test accessibility compliance
- Verify third-party integration security
Frequently asked questions
Q: How often should I change form passcodes?
A: For sensitive forms, change passcodes monthly. For general business forms, quarterly updates are sufficient. Always change immediately if you suspect unauthorized access.
Q: Can I use the same passcode for multiple forms?
A: While technically possible, we recommend unique passcodes for each form to minimize security risks. Use our passcode generator for strong, unique codes.
Q: What happens if someone forgets their invitation password?
A: Form administrators can resend invitation emails with new passwords through the PlatoForms dashboard.
Q: How does form security impact mobile users?
A: All security features are fully optimized for mobile devices with touch-friendly password entry and responsive design that maintains security without compromising user experience.
