1
Open the Share dialog
Click **Share** in the form header. The dialog shows the permalink section at top and the access key creation form below.
Sharing and Access
Building a form is half the job. The other half is getting it to the right people and managing the submissions that come back. Pactly provides two sharing mechanisms (permalinks and access keys) and a full entries management interface for tracking, filtering, and exporting submissions.
When is this useful?
Contract Admin You need to send an NDA intake form to 20 new vendors this quarter. Each vendor should get their own link that you can revoke individually if needed.
Legal Ops Your contracting hub receives 100+ form submissions per month. You need to filter entries by form, status, and date range, then export the data for reporting.
Sharing a Form
Section titled “Sharing a Form”Click Share in the form header to open the sharing dialog. There are two ways to distribute a form:
Permalinks
Section titled “Permalinks”A permalink is a public URL that anyone can use to fill the form, unlimited times. It’s ideal for forms embedded in internal portals or shared broadly.
Click Create permalink to generate the link. Copy it and share via email, Slack, or embed it in your intranet.
Warning: Anyone with the link can fill the form an unlimited number of times. Permalinks cannot be restricted to specific users. Use access keys instead if you need per-user control.
To remove a permalink, click Delete permalink. Existing links will stop working immediately.
Access Keys
Section titled “Access Keys”Access keys are per-user form links. Each key is tied to a name and email address, giving you granular control over who can access the form.
Step 1 of 3
2
Enter recipient details
In the Share dialog, enter the recipient's **Name** and **Email**. Optionally enable **Allow multiple entries** to let this user submit the form more than once.
3
Copy and send the link
Click **Create** to generate a unique link for this recipient. The access key appears in the table below. Click the copy icon to copy the link and send it to them.
Step 1 of 3
Managing access keys
Section titled “Managing access keys”The Share dialog lists all access keys in a table with:
- Name and Email of the recipient
- Status - Active or Inactive
- Mode - Single entry or Multiple entries
- Created by - Which admin created the key
Actions on each key:
- Copy link - Copy the access URL to clipboard
- Disable - Deactivate the key (the recipient sees “This form link has been revoked”)
- Archive - Remove the key from the active list
Email domain whitelist
Section titled “Email domain whitelist”In form settings, you can configure an Email domain whitelist (comma-separated list of domains). When set, only submissions from those email domains are accepted. Submissions from other domains are rejected.
This is useful for internal-only forms where you want to ensure only employees (e.g., @yourcompany.com) can submit.
Managing Form Entries
Section titled “Managing Form Entries”The Form entries page shows all submissions across all forms. Access it from the left sidebar.
The entries table
Section titled “The entries table”| Column | Description |
|---|---|
| Title | The entry’s title (auto-generated from naming tokens or the form title) |
| Status | Pending (clock icon) or Done (checkmark icon) |
| Form | Which form this entry belongs to (with a “(deleted)” label if the form was removed) |
| Submitted by | The user who filled the form (shows name and email for external users) |
| Date | When the entry was created |
Click any row to view the full entry with all submitted values.
Filtering entries
Section titled “Filtering entries”Use the filter bar at the top to narrow the list:
- Search - Keyword search across entry titles and values
- Owner - Filter by form owner
- Form - Filter by specific form
- Submitted by - Filter by who submitted
- Date range - Filter by submission date
- Archived - Show/hide archived entries
- Status - Filter by pending or done
Active filters appear as removable chips below the filter bar. Click “Remove all” to reset.
Entry actions
Section titled “Entry actions”Hover over an entry row to see action buttons:
- Archive - Move the entry to the archive (reversible with Unarchive)
- Delete - Permanently remove the entry (soft delete)
Only form owners and admins can archive or delete entries. Regular users can only manage their own entries.
Bulk actions
Section titled “Bulk actions”Select multiple entries using the checkboxes, then use the Bulk actions menu to archive or delete them in batch.
Reassigning entries
Section titled “Reassigning entries”Pending entries can be reassigned to a different user. This is useful when the original recipient is unavailable or the entry needs to be completed by someone else. Reassignment updates the entry’s owner and optionally adds a note explaining the change.
Exporting entries
Section titled “Exporting entries”Click Export to download all completed entries as a ZIP file containing one CSV per form. Each CSV includes all field values from that form’s submissions. This is useful for reporting, auditing, or importing data into other systems.
The Contracting Hub
Section titled “The Contracting Hub”For logged-in users, the Contracting Hub in the left sidebar provides a centralized portal for form-based workflows. The hub shows:
- Available forms the user can fill
- Pending submissions that need completion
- Completed submissions with their outcomes
The hub can be customized by admins in Settings:
- Custom logo and branding
- Custom terminology (override “Contract Owner” label)
- Custom button labels and descriptions for each action type (generate, create, request, upload)
- Which forms appear for each action type
- Default message recipient for notifications
Hub visibility can be controlled per form (hide in hub summary) and per form sequence (hide specific forms).