Share a Form

Send a completed form to someone by phone or email, with control over how long their access lasts.

When you need to get a Server UI form into someone else's hands, the share screen sends it directly to a recipient. You enter who is receiving it, choose whether to deliver by phone number or email address, and set the access rules: whether a password is required, whether the link works once, and when it stops working. You can type the recipient by hand or pull them from your directory.

Overview

The screen collects the recipient's details and the rules for their access.

Field / control	What it does	Default
First Name	The recipient's first name. Required.	Empty, with the cursor in it
Last Name	The recipient's last name. Required.	Empty
Type	Choose Phone Number or Email Address. Required.	Reads Select
Phone Number / Email Address	The contact value to send to. Required.	Hidden until you choose a type
Contact dropdown	Pick from a directory contact's saved numbers or emails.	Hidden until a contact is loaded
Password Required	The recipient must enter a password to open the form.	On
Share Once	The link works a single time.	On
Share Forever	The share never expires. Only shown when Share Once is off.	Off
End Date	The date and time access expires. Only shown when Share Once is off.	Today's date and time
Search Directory	Opens your directory to pick an existing contact.	—
Share	Sends the form with the settings you chose.	—
Cancel	Closes the screen without sending and clears the chosen contact.	—

note

The row for the phone number or email address stays hidden until you pick a Type, and the keyboard then matches: a number pad for a phone number, an email keyboard for an email address.

Getting Here

1. Open the Server UI form you want to share.
2. Tap the share control for that form.
3. The share screen opens with the cursor in First Name and the keyboard up.
4. Password Required and Share Once are already on, and today's date and time are pre-filled as a default end date.

Sharing with a Typed Recipient

1. Enter the recipient's First Name. If you leave it blank the app answers "Enter firstname".
2. Enter the Last Name. If you leave it blank the app answers "Enter lastname".
3. Tap Type and choose Phone Number or Email Address. Leaving it on Select gets you "Please choose field type".
4. Enter the value in the row that appears. Leaving it blank gets you "Please enter phone number" or "Please enter email", depending on the type you chose.
5. Set the access rules described below, then tap Share.

Choosing a Recipient from Your Directory

Instead of typing, you can pull a recipient straight from your contacts.

1. Tap the Search Directory control. Your Directory opens; see Directory.
2. Select the contact you want to share with. Their first and last name fill in automatically. If the contact has no personal name, their company name is used as the first name.
3. Tap Type and choose Phone Number or Email Address. The first saved value of that kind is filled in for you.
4. Tap the contact dropdown beside the value to pick a different one. Each entry shows its label above the value, such as a work or mobile line, and choosing one puts just the number or address in the field.
5. Confirm the value looks right, then tap Share.

tip

Pulling from the directory also ties the share to that contact's record, which keeps your agency's list of shared items tidier than a hand-typed name.

Setting Access Rules

The access options control how secure and how long-lived the share is.

Option	On means	Off means
Password Required	The recipient must enter a password to open the form.	The link opens without a password.
Share Once	Single use. The expiry options stay hidden because they do not apply.	The link can be reopened, and Share Forever and End Date appear.
Share Forever	Access never expires.	Access ends at the End Date.
End Date	Access ends at that date and time.	—

1. Leave Password Required on unless the recipient genuinely cannot handle a password.
2. Leave Share Once on for a one-time handoff. Tap it to turn it off and reveal the expiry options.
3. With Share Once off, either tap Share Forever for open-ended access, or tap the End Date row.
4. The date and time picker opens. Set the moment access should stop and confirm; the row updates to show it.

Sending and Editing a Share

1. Tap Share. A brief progress indicator appears while the share is created.
2. When it succeeds, the screen closes and a short confirmation from the server appears at the bottom of the screen, naming the state of the new share.
3. If something goes wrong, the app shows the server's own message so you can correct it and try again.
4. Reopening an existing share shows it filled in as it was saved, including the recipient, the type, the password and single-use settings, and the end date. Change what you need and tap Share again to update it.

caution

Sharing a form sends the information it contains to the recipient. Double-check the name, contact value, and access rules before tapping Share, especially for sensitive incident data. A share with Password Required off and Share Forever on is readable by anyone who ever gets the link.

note

Creating an online share needs a connection. With no coverage, nothing is sent and the screen stays open. Use the offline route instead: see Share Options.

How This Connects

• Where the shared data comes from. The share is created against the form you opened, so whatever has been saved on that form is what the recipient sees. Save the form before sharing it.
• Where the share goes. The recipient's details and your access rules are sent to your agency's server, which issues the link and delivers it by text or email. The share is recorded under your agency's shared items; see Share Data.
• Which other parts of the app are involved. Recipients come from the Directory, forms attached to a call are reachable from the Incidents List, and a form sent to you arrives as a Form Popup from your Notifications.
• Offline and reconnect. Online sharing needs coverage, and nothing is queued for later. If you are out of coverage and the other person is next to you, hand the form over by Bluetooth instead; see Share Options and Offline Mode.

Troubleshooting

If this happens	What to do
Nothing happens when you tap Share	You have no connection. Move into coverage and try again, or share offline over Bluetooth.
"Please choose field type" appears	Tap Type and pick Phone Number or Email Address before sharing.
"Enter firstname" or "Enter lastname" appears	Both name fields are required, even for a directory contact with only a company name.
The share link is not working for the recipient	Check whether Share Once was on and they have already opened it, or whether the End Date has passed. Create a fresh share with the rules you need.
The recipient cannot open it at all	They may not have the password. Reshare with Password Required off only if the content allows it.
The contact dropdown is missing	It appears only after you pull a contact from the directory. A hand-typed recipient has nothing to list.
The recipient sees an out-of-date form	The share reflects what was saved. Save the form, then reshare or update the existing share.
An error message from the server appears	Read it: it usually names the problem, such as an invalid number. Correct the field and share again.

Related Pages

• Share Options
• BLE Scan Data
• Time Picker
• Server UI Overview

---

⬅️ Previous: Form Popups | Next: Share Options ➡️