Choose request recipients and privacy

Control who gets Request emails, where the Request appears, and whether one client alone can open it.

Each Request belongs to one client account. You can send it to named people. You can also open it to the whole account.

Choose an audience

In Audience or Assigned To, choose one of these options:

One person: That person is the email audience and sees it under For you.
Several people: Each named person is in the email audience and sees it under For you.
Open to all: All active portal members on the account are in the email audience and see it under For you.

You can only pick active portal members from that account.

Can everyone in the account complete it?

For a Request that is not private, yes. The names you pick set who gets email. They also set who sees it under For you. They do not block other active portal members on the same account.

A Request sent to someone else appears under Open Requests. This is true when it is not private. Each person who can open it works in the same form. They share its saved answers. Sydnee does not make a new answer set for each person.

Make a Request private

Select exactly one portal member.
Turn on Private request.
Check the note below the switch. It should say only that person can view the Request.
Save or create the Request.

The private option is off if you choose Open to all. It is also off if you pick more than one person. A private Request can be seen by the one client you picked. Team members with account access can also see it.

Private limits who can open the form in the portal. It does not encrypt each answer. To guard one Short Text answer, see Use conditions and sensitive fields.

What happens when it is published?

Draft and scheduled Requests do not appear in the portal. At publish time:

each client allowed by the privacy rules can open the Request;
a publish email goes to the email audience only if Notify Assignee by Email When Published is on;
due date emails and emails sent by hand go to that same email audience.

An email is not sent if the address is missing or blocked from email.

Fix a common problem

If Private request is unavailable, choose one active portal member. Remove any extra people and do not use Open to all.

If someone did not get an email, confirm they are in the selected audience, active on the account, and have a working email address. Then check Email & Reminder Log from the Request actions.