The Shared with me tab is where you find projects that teammates have shared with you directly – but not everything shared with you ends up there.
Whether a project appears under Shared with me or somewhere else depends on how it was shared: at the project level or the folder level. This article explains the difference, how workspace roles interact with it, and a few edge cases worth knowing about.
ℹ️ New to sharing & collaborating in Formaloo?
Check out our guides on adding team members to your workspace & sharing folders and projects with your team.
👥 Access based on workspace roles: Admin/Owner vs. Member
Folder and project access within Formaloo workspaces in controlled through roles:
Workspace Owners & Admins have access all folders (including Home), and all projects by default,
Workspace Members don't have access to anything by default – they can only access folders and projects explicitly shared with them:
🔗 Sharing a project vs. sharing a folder
When someone shares a project with you in Formaloo, access can be granted at two levels:
Project level – a specific project can be shared with a workspace Member individually:
Folder level – a whole folder can be shared with a workspace Member; all projects within it inherit the same level of access:
📌 A few notes on most recent updates:
ℹ️ Guest access to projects has been deprecated. For view-only access for people outside your workspace team, you can publish a project and share its public URL.
🔗 Learn more in Create and share a public dashboard.
ℹ️ Form-level access management has been deprecated. There's no longer an Access Management section in form's Share settings – access is controlled by sharing the project the form is linked to.
🔎 How to find a project that was shared with you
Where the project shows up in your dashboard depends on the way it was shared:
If a project was shared with you directly, while its parent folder wasn't, you'll will find the project in the Shared with me tab, in the top left corner of your dashboard.
If a project was shared with you through sharing its parent folder – it will not appear in the Shared with me tab. Instead, you'll find it within the shared folder (check the left-hand folder tree).
Frequently asked questions
👀 If you a workspace Member, and cannot find the project(s) you created in the Home folder in the past:
Previously, Home folder was accessible to all workspace members by default – which meant members could create projects there without realising they were working in a shared space. After a recent update, only workspace Owners & Admins have access to Home. Members no longer see it.
➡️ How to solve this:
Ask the workspace Owner or Admin to:
Find the projects in question in their Shared with me tab,
Move those projects to a new or existing folder (not Home),
Share that folder with you:
Member access will let you view projects and manage submissions,
Admin access will let you create new projects within the folder, and fully manage existing ones.
👀 If you're a workspace Member, and cannot see the option to create new projects:
Previously, Members used to be able to create projects directly from the Home folder. Now that Home is restricted to Owners & Admins only, a Member needs a folder shared with them with Admin access so they can create new projects.
➡️ How to solve this:
Ask the workspace Owner or Admin to:
Create a dedicated folder for you, or pick an existing one within the workspace,
Share that folder with you with Admin access level – this will let you create new projects within that folder, and fully manage existing ones.
Bottom line
Formaloo gives you flexible and granular ways to manage access across your workspace. Projects can be shared individually with specific teammates, or access can be inherited automatically by sharing entire folders.
Depending on how a project was shared, you may find it either inside the Shared with me tab or directly within a shared folder in your workspace navigation.
Understanding these different sharing methods makes it much easier to organize collaboration, control permissions, and make sure everyone has access to exactly what they need – no more and no less.
Have questions or ran into something unexpected? Reach out to our support team — we're always happy to help 🧡