Once your portal is set up, you can decide whether users can view their past submissions or even update them later. Every logged‑in user can already update their own profile data at any time, but giving them access to their submitted records helps keep information accurate, consistent, and transparent – creating a smoother, self‑service experience for everyone.
💡 Want to know how to turn your app into a portal?
Follow the step‑by‑step tutorial on how to create and set up a portal.
How portal users can view or update their Profile data
Every logged‑in user can click their Profile icon at the top‑right corner of the portal to review or update their Profile data:
This ensures that users’ details linked to their submissions stay accurate and consistent whenever there are any changes.
💡 The fields visible in your portal users' Profile are customizable – you can add any custom fields to gather additional data about your users based on your specific needs:
How to manage users’ access to their submissions
On your portal pages, you can display your forms' data through Tables, Kanban boards, or other data blocks linked to your forms.
⚠️ Note that by default, when you add a new data block to a page, all submissions might be visible to everyone who can access that page:
But if the form features a User Profile field linked to your Portal and its User Directory, you can let users view (optionally, edit) their own submissions only:
Hover over the data block (e.g., a responses table), click Options in the top-right corner, and go to Manage Access,
Under Profile Field Access, choose the User Profile field added to the given form,
Enable or disable the following options:
Allow users to view user data – users will only see their own submissions,
Allow users to edit user data – users can also modify and save their updated submissions:
👀 The view option is useful for cases where users need to review their past submissions without making changes, or track any updates made post-submission by your team (e.g., order status updates, service request stages, assignment feedback, etc).
✏️ The editing option can be useful when users need the ability to correct errors, update details, or revise their entries over time.
➔ Here's how the same table would look from a logged-in portal user's perspective:
ℹ️️ Internal users with sufficient access to your project and given page can switch to Admin view to see all submissions, even when the table is filtered by the User Profile field:
How to share customized or filtered views with all submissions
As an additional option, you can create filtered or limited submission views without using Profile‑based filtering:
To display selective submissions (matching specific filters),
To let people see the submissions partially (specific fields only).
To do this:
Enable Edit mode on your portal page,
Hover over your Table, Kanban, or Gallery block and jump to Options,
Adjust which columns or fields should be visible or hidden,
Apply one or multiple filtering conditions to show only matching submissions.
For example:
If you’re running a retreat portal, you could create a public page where users can browse others’ feedback about their stay. You can show only selected fields (e.g., rating, review, fav moments) while keeping names or emails hidden, or filter the submissions by specific dates of the stay.
⚠️ Make sure you apply filters in Edit mode for them to be saved as presets. In the View mode, they'll reset after the page refresh.
With this setup, external users can see all submissions that match your applied filters, and can only see the visible columns – they won’t be able to expand and review the submissions in full, or reset any of the preset filters.
Bottom line
Allowing users to view and edit their own data makes your portal truly interactive and self‑service‑oriented.
Whether it’s reviewing past submissions, updating details, or browsing filtered views, you’re giving users ownership of their information – while keeping everything organized and secure.