What’s the difference between form passcode, shared URL passcode, save-for-later passcode, and invitation password?

Question

What’s the difference between form passcode, shared URL passcode, save-for-later passcode, and invitation password?

Answer

These passcodes or passwords serve different purposes in PlatoForms and apply to different scenarios. Here’s a quick summary:

Summary

Type	Purpose
Form passcode	Restrict access to the form
Shared URL passcode	Restrict access to shared submission link
Save-for-Later passcode	Resume unfinished submission
Invitation password	Restrict to invited recipients only

1. Form Passcode

Used to restrict access to the entire form.

Example use case: Collecting data from internal staff only.
When is it used? When you want only users with a specific code to open the form.
Where is it set? Form Settings > Toggle on Form is passcode protected.
Who sets it? Automatically generated by the system when enabled. You can change it later.

2. Shared URL Passcode

Used to protect the form when accessed via a shared link.

Example use case: Sharing the form link with a specific group who need a password to view it.
When is it used? When you want to restrict access through the shared URL.
Where is it set? Form Settings > Toggle on Shared URLs are passcode protected.
Who sets it? Automatically generated by the system when enabled. You can change it later.

Important note:
Once enabled and saved, all shared submission-related links, including “edit Submission”, “PDF download”, or “attachments”, will need a passcode to open. These links are available in Submissions page > Actions > Share > Submission Sharing panel.

3. Save-for-Later Passcode

Used to allow form submitters to save their progress securely and resume later.

Example use case: Submitters save a draft and use a password to continue filling the form later.
When is it used? When you want users to fill the form in multiple sessions securely.
Where is it set? Form Settings > Toggle on Enable “Save for Later” > Toggle on Save-for-later URL is passcode protected.
Who sets it? Automatically generated by the system when enabled. You can change it later.

4. Invitation Password

Used to restrict access to the form for invited users only.

Example use case: You want to ensure that only specific people can open the form via their invitation emails.
When is it used? When you want to limit access to invited users only.
Where is it set? Go to the Invitation panel, enable Tracking Invitation, then check Invitation is password protected.
Who sets it? Automatically generated by the system when enabled.
How does it work? After sending the invitation, each recipient gets a unique link and a password in their email. They’ll need the password to access the form.

Passcode vs. Password

In PlatoForms, passcode and password are similar but used in different contexts:

Term	Used in	Description
Passcode	Form-level access control	A short code (usually system-generated) to protect access to a form or link. It’s used for general form protection, shared URL access, or save-for-later.
Password	Invitation-based access	A code included in an invitation email, unique per recipient, used to protect access to a form sent via invitation.

Summary:

Use passcode when restricting general access to forms or links.
Use password when securing access for specific invited users.

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