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Book a DemoGenerating multiple links for a single Salesforce form simplifies sharing and tracking submissions. You can create up to 500 unique links, each accepting one response and configurable to expire after a set time. This blog outlines the steps to generate these links, customize messages for submitted or expired links, and track their activity. By managing responses through unique links, teams gain better control over form access and submissions, enhancing the efficiency of registration and assessment processes.
When you need to share the same form with multiple people, creating and managing separate links can make the process easier. It also helps you keep track of which recipients have submitted their responses.
Generate Multiple Links in Forms Made Easy lets you create up to 500 unique links for a single form. Each link accepts one submission and can be configured to expire after a specified time from when it is first opened.
In this blog, we will walk through how to generate unique links, customize link messages, and track their activity using this feature.
Overview: What Can You Do with Multiple Links?
This feature gives you more control over how recipients access and submit your Salesforce forms.
- Track Every Recipient: Check the status of each unique link, including Pending, Submitted, or Expired.
- One Response Per Link: Each link accepts one submission, helping prevent repeated submissions through the same link.
- Time-Limited Responses: Set an expiry duration for timed assessments, limited offers, or time-sensitive registrations.
- Customized Messages: Display personalized messages when a link has already been used or has expired.
- Reusable Links: Reset a link when you want to allow the recipient to submit again.
Steps to Generate Multiple Links in Forms Made Easy
Follow these steps to create and share unique links using the Salesforce form builder.
Step 1: Open Your Form
Open your form in the Form Builder and click the Publish button. If your form is already published, click Republish.
Step 2: Find the Generate Multiple Links Option
A Publish Form window will appear with the message “Ready to publish your form?“
Under Advanced Options, find the Generate Multiple Links option.
Step 3: Enable Generate Multiple Links
Turn on Generate Multiple Links to configure the unique links for your form.
Step 4: Configure Link Settings
Enter the following details:
- How many URLs do you want to generate? Enter the number of unique URLs you want to create. You can generate between 1 and 500 links.
- Link Expiry (in minutes, from first click): Enter an expiry duration between 0 and 43,200 minutes. Leave this field blank or enter 0 if you do not want the links to expire.
The expiry countdown starts when a recipient opens the link for the first time.
Step 5: Customize Link Messages
You can optionally customize the messages displayed when a recipient opens a submitted or expired link.
Under Link Expiration & Already-Submitted Messages, click Customize to configure the following:
- After Submission Display: Set the heading and message shown when someone opens a link that has already been used. For example, “This Form Already Submitted”.
- After Expiration Display: Set the heading and message shown when someone opens an expired link. For example, “Link Expired”.
Click Save Messages to save your customized messages.
Step 6: Generate the Unique Links
Click Save & Generate on Publish in the Publish window. Then, click Publish Form to publish your form and generate the unique links.
Step 7: Copy and Share the Generated Links
After publishing, use the available options to copy and share your links:
- Copy Link: Click this option to copy an individual unique link.
- Copy All Links: Click this option to copy all generated links.
You can then distribute the links to their intended recipients.
Once the links are generated, you can track their activity from the Submissions page.
What Your Respondents See
Respondents can access the form using their assigned unique link. Depending on the link settings and its current status, they may see:
- Form: The form associated with their unique link.
- Countdown: A countdown timer if link expiry is configured.
- Already-Submitted Message: Your customized message if the link has already been used.
- Expired Link Message: Your customized message if the link has expired.
This gives recipients clear information about whether they can still access and submit the form.
How to Track and Manage Generated Links
After sharing your links, you can monitor their activity directly from the Submissions page. This makes it easier to manage responses without checking each link individually.
To view the tracking details:
- Open the Submissions page.
- Navigate to Trackable Links.
- Review the available details, including:
- Status: Pending, Submitted, Re-submitted, Expired, or Re-share.
- Time
- Activated At
- Submitted At
- Click Refresh Status to update the displayed link statuses.
If you want to allow a recipient to use a submitted or expired link again, select Reset — Allow Reuse for the relevant link.
Once the link is reset, the recipient can access it again and submit another response. This gives teams more flexfvibility when managing registrations, assessments, and other form-based activities through Salesforce forms.
Conclusion
Generating multiple links makes it easier to share one form with different recipients while keeping each response connected to a unique link. With expiry settings, customized messages, and link tracking, teams can manage form access and submissions with better control.
Using Forms Made Easy, businesses can manage these activities directly within Salesforce instead of handling multiple links manually. If you need any further assistance, contact us at Support@formsmadeasy.com.
