If your forms or documents have disappeared from your device, it is usually due to Folder Access Restrictions or Form Visibility Settings.
Quick Check
Before diving into folder settings, check these three common “quick fixes”:
- Is the Form in “Test Mode“?
Only assigned Test Users can see these. Also overrides folder access rules. - Is “Hide From User” enabled?
Check Form Settings > Advanced Options. - Did you Sync?
Ensure you have performed a “Force Sync” or “Quick Sync” on your mobile device.
The “Locked” Folder (Most Common)
If you see a Lock Icon next to a folder name on the web portal, Access Control is turned on. This hides all content within that folder from anyone not explicitly granted access.
To Restore Access:
- Option A: Remove the Restriction
Click the Lock Icon > Untick Restrict User Access > Save. This makes the content visible to everyone. - Option B: Assign the User
Click the Cog Icon on the folder > Add the user to the Assign to Users field. - Option C: Move the Form
Move the form into a folder without a lock icon.
Note: If any folder in your account has “Restrict User Access” turned on, the system enters Secure Mode. In this mode, any Form/Doc not in a folder will be hidden from everyone by default.
Testing & Publishing
Visibility changes depending on whether your form is a Draft, in Test Mode, or Published.
| Status | Who can see it? | Identifying Marks |
| Test Mode | Only assigned Test Users | Form or screen title appears with <TEST> suffix |
| Published | All users (unless restricted by folders) | Standard form or screen title |
| Hidden | No one (except via User Interaction) | “Hide from User” is ticked on the form or screen settings |
I don’t want Folders at all
If you want every user to see every form without management, delete your folders.
- Hover over the Folder name and click the Cog Icon.
- Select Delete.
- Don’t worry: Your Forms and Docs will not be deleted; they will simply move to the “Unorganized” list and become visible to all users.