Editing entries via form

Forms don't only create new entries. They can also open an existing entry for editing — for people who don't have access to the Space.

What it's good for

Use	Flow
Request a correction	You send a link, the person corrects their information
Get an RSVP	The entry already exists, only the status is missing
Collect additional documents	A file field gets filled in
Confirm data	Annual review of master data
Feedback from a Flow	A Flow sends the link automatically

No duplicate entries

The key difference from a regular form: no second record is created. The change lands in the existing entry.

Without this approach, people often send their correction through the same registration form again — and you end up with the process duplicated.

Sharing an entry for editing

1. Open the entry's row menu.
2. Choose Share entry.
3. Under Choose a form, select the form to use.

The dialog is called:

Share form for editingShare a form to edit the entry with others.

After creating it:

We've securely published your entry, and it's available at the following web address.

A form is required

Without a form on this Grid, you'll see: Create a form first to share the entry with others.

Create a form first — ideally one that contains exactly the fields that should be editable.

From a Flow

The Flow step Prefilled form link generates the same link automatically.

That's how you build feedback loops without manual work:

Trigger: Entry was changed  (Status = "Review needed")
   ↓
Prefilled form link         → generates the editing link
   ↓
Email                       → sends it to the person

When the person submits the form, the trigger Entry changed via form fires — allowing another Flow to process the feedback.

→ Triggers · Actions

Preparing a form for editing

An editing form should be built differently from a data-collection form:

Only show what's allowed to change

Goal	Setting
Show a field but don't allow changes	Not editable
Don't show a field at all	Not visible or remove it from the form
Protect existing files	Allow adding files only
Display only, no editing	Hide submit button

Hide submit button is explicitly meant for this — the interface describes it as: This is useful if you're using the form to share a view of an entry with others.

Security

The link opens exactly this entry

Anyone with the link can view — and, depending on the form, edit — the entry. There's no additional check of who the person is.

Handle the link accordingly:

• Send it only to the person concerned.
• Restrict access via Set restrictions if the entry is sensitive.
• Remove the link once it's no longer needed.

For form links, the access model is Everyone / Every registered user / Everyone in this Space. → Access to shared content

Account confirmation for sensitive processes

Show account confirmation notice lets people filling out the form see which account they're signed in as. On shared devices, this prevents someone confirming under the wrong name.

Removing a link

Via the share dialog or in the links overview of the Space. A removed link stops working immediately.

Clean up once finished

Editing links often pile up during regular operation — especially when a Flow generates them. Check the links overview regularly and remove what's done.

Next

• Sharing a form
• Prefilled links
• Access to shared content