Users can see the names of forms on pages they cannot open
What you are seeing
Users can see the names of forms on pages they cannot open.
#Why it happens
The All forms list is not permission-filtered - it returns the whole site registry to any signed-in user who can open the Forms page. The rows underneath (pages and answers) ARE permission-filtered, because they come from a search run as the viewer.
#What to do
There is no setting to change this. If Form IDs or form names are sensitive, do not put sensitive wording in them. Forms can be hidden site-wide from Capable global settings → Capabilities (Suite only).
#Settings involved
Setting | Where | What it does |
|---|---|---|
Capabilities → Forms (Visible / Hidden) | Capable global settings → Capabilities tab | Hides the Forms nav item and the Forms page byline item for everyone on the site. |
Space Capability Settings → Forms (Auto | Space settings → Space Capability Settings | Per-space visibility of the Forms byline entry. Space Admin only - others see "You must be a Space Admin to change these settings.". |
#Limits that apply here
Limit | Value | What happens |
|---|---|---|
Indexed property size cap | 28,000 characters | The per-page index of answers is capped. Over the cap, multi-value answers are first truncated to their first 5 entries; then whole forms are dropped from the index; and if it still will not fit, the |
Pinned forms in the catalogue sidebar | 10 per user | Opening an eleventh form drops the oldest. |
#A few things that catch people out
The Forms search panel is flag-only: Advanced edition does NOT restore it, unlike the nav item.
#Related
Reader sees the form but cannot type in it
One of: they lack page edit permission; they are anonymous (they additionally see "Sign in
Form on a published Capable Site cannot be filled in
By design. A published site renders both macros as read-only disabled controls with no Sav
Permissions and access
The rest of this family.
Found it? Good.
