How Users Edit an Entry
When a user opens a personal edit link, Personal Edit Link checks the token and shows the form with the saved answers of the entry. Submitting the form updates that entry; it does not create a new one. This page describes what the user sees and what happens after the edit.
The editing flow
- The user opens the link, for example from a notification email.
- Personal Edit Link checks the token: it must be active, not expired, not used up, and belong to the form on the page.
- The form opens with the saved answers. Locked fields show their value but cannot be changed.
- The user changes the answers and submits the form.
- The original entry is updated and its edit count goes up by one.
- Depending on the form settings, the token closes, feeds run again, the Personal Edit Link: resubmission notifications are sent and the audit history records the changes.
- When a Gravity Flow step waits for the edit, the workflow continues on the step’s route for an edit submission.
Fields that cannot be changed
These fields are shown read-only:
- fields marked Not editable in Personal Edit Link in the form editor;
- admin-only fields;
- pricing fields: product, option, quantity, shipping, total and credit card.
Their saved values stay as they are when the form is submitted.
File uploads
A browser cannot put an existing file into a file upload field; this is a browser security rule. Personal Edit Link therefore shows the existing files separately, under the upload field. Depending on the Editable upload fields setting, the user can:
- keep the existing files;
- add or replace files;
- remove files, when removing is allowed.
Upload limits and required upload fields take the existing files into account, so a user does not have to upload a required file again.
Save and Continue
Gravity Forms Save and Continue works while editing with a personal edit link. The resume link from {save_url} contains both the draft token and the personal edit token, and the draft can only be resumed with that same active link.
With Automatically resume linked Save and Continue drafts checked in the form settings, opening the personal edit link again reloads the saved draft automatically.
Drafts saved during an edit are deleted when their link expires, is revoked, is replaced or closes. Ordinary Save and Continue drafts are not affected.
When a link does not work
When a link is invalid, expired, revoked, already used or opened on a page with a different form, the user sees this message instead of the form, and no entry data is shown:
This personal edit link is invalid, expired, already used, or not allowed for this form.
A link with an empty gwp_reopen_token parameter is also refused. Without the parameter at all, the page shows the normal empty form for a new submission.
If another edit of the same entry is being saved at the same moment, the user gets a message to try again shortly.
Frequently Asked Questions
The link has expired, was revoked or replaced by a newer link, has reached its maximum number of uses, or the page contains a different form. Create a new link from the entry or the workflow and send it again.
The page was opened without the gwp_reopen_token parameter, so the form was a normal new submission. Check the link in the notification and that the page contains the form of the entry.
Those fields are marked Not editable in Personal Edit Link, are admin-only, or are pricing fields, which are always locked.
Browsers do not allow file upload fields to be filled in. The existing files are listed separately, where the user can keep, replace or remove them.
The form reruns feeds after resubmission and a workflow restarts as well. Use only one of the two, or check Feeds after resubmission and the workflow settings.