Share Links

Create named, trackable links for distributing forms to different audiences.

Share links let you create multiple URLs for the same form, each with its own source tracking. This helps you understand where your responses are coming from—schools, partner organizations, email campaigns, etc.

Use Case	Example
Partner distribution	Create a link for each school or community partner
Campaign tracking	Track responses from email vs. social media
Time-limited access	Links that auto-expire after a deadline
A/B testing	Different links for different outreach messages

Link URL Structure

Share links use a src query parameter to identify the source:

https://terra.withunify.org/f/rental-assistance?src=Ab3kL9Zq

Component	Description
`/f/rental-assistance`	Form’s public URL (by slug)
`?src=Ab3kL9Zq`	Share link’s unique slug (8-10 chars)

When an applicant submits through this URL, the submission is linked to the share link for tracking.

From the form settings page, navigate to Share Links and click New Link.

Required Fields

Field	Description
Name	Human-readable identifier (e.g., “South Kitsap High School”)

Optional Fields

Field	Description	Default
UTM Source	Analytics tracking parameter	Auto-generated from name
Expiration Date	Auto-close after this date	Never expires
Response Limit	Max submissions this link can receive	Unlimited

Server Action

import { createShareLink } from "@/app/actions/share-links";

const result = await createShareLink({
  form_id: "uuid",
  name: "South Kitsap High School",
  utm_source: "south-kitsap-hs",  // Optional, defaults to slugified name
  expires_at: "2025-03-31T23:59:59Z",  // Optional
  response_limit: 50,  // Optional, cap submissions
});

// result.link contains the created share link

UTM Source Tracking

Each share link has a utm_source value for analytics integration. This is stored with every submission made through that link.

Auto-Generation

If not specified, the UTM source is generated from the link name:

"South Kitsap High School" → "south-kitsap-hs"

How It’s Stored

interface Submission {
  share_link_id: string | null;  // Links to form_share_links.id
  // ...
}

The share_link_id foreign key connects submissions to their source link, enabling response counts and attribution reporting.

Link Expiration

Share links can be set to automatically stop accepting submissions after a specific date.

How It Works

Set an expiration date when creating the link
After the date passes, the link shows as “Expired”
Applicants visiting an expired link see the form-closed message
No cron job required—expiration is checked at access time

Expiration Check

export async function getShareLinkBySlug(slug: string) {
  const { data } = await supabaseAdmin
    .from("form_share_links")
    .select("*")
    .eq("slug", slug)
    .single();

  // Check if manually closed
  if (!data.is_open) {
    return { link: data, isClosed: true };
  }

  // Check if expired
  if (data.expires_at && new Date(data.expires_at) < new Date()) {
    return { link: data, isClosed: true };
  }

  return { link: data, isClosed: false };
}

Expiration doesn’t modify the database record—the link is evaluated as “closed” dynamically. You can remove the expiration date to reopen an expired link.

Open/Close Toggle

Each share link can be manually toggled open or closed, independent of the main form status.

Link Status	Form Status	Result
Open	Published	✅ Accepts submissions
Closed	Published	❌ Shows closed message
Open	Closed	❌ Shows closed message
Expired	Published	❌ Shows closed message
At Limit	Published	❌ Shows closed message

Toggle Action

import { toggleShareLink } from "@/app/actions/share-links";

// Close a link
await toggleShareLink(linkId, false);

// Reopen a link
await toggleShareLink(linkId, true);

Response Limits

Cap the number of submissions a link can receive—useful for limited capacity events or first-come-first-served scenarios.

How It Works

Set a response limit when creating the link (e.g., 50)
The UI shows progress: “23/50” in the Responses column
When the limit is reached, the link shows “At Limit” badge
Applicants visiting a full link see the form-closed message

Limit Check

// Check if response limit has been reached
if (data.response_limit) {
  const { data: count } = await supabaseAdmin.rpc("get_share_link_response_count", {
    link_id: data.id,
  });
  if (count && count >= data.response_limit) {
    return { link: data, isClosed: true, closedReason: "limit_reached" };
  }
}

Response Tracking

Each share link tracks the number of submissions it has received.

Counting Responses

-- RPC function: get_share_link_response_count
SELECT COUNT(*) FROM submissions
WHERE share_link_id = $link_id
  AND status != 'draft'
  AND deleted_at IS NULL;

This count appears in the share links table and updates in real-time as submissions come in.

Data Model

form_share_links Table

interface FormShareLink {
  id: string;
  form_id: string;
  name: string;
  slug: string;                // Unique 8-10 char identifier
  utm_source: string | null;
  utm_medium: string | null;   // Default: "share_link"
  utm_campaign: string | null;
  is_open: boolean;            // Default: true
  expires_at: string | null;   // Optional expiration
  response_limit: number | null; // Optional submission cap
  created_at: string;
  updated_at: string;
  response_count?: number;     // Computed, not stored
}

Database Schema

CREATE TABLE form_share_links (
  id UUID PRIMARY KEY DEFAULT uuid_generate_v4(),
  form_id UUID NOT NULL REFERENCES forms(id) ON DELETE CASCADE,
  name TEXT NOT NULL,
  slug TEXT NOT NULL UNIQUE,
  utm_source TEXT,
  utm_medium TEXT DEFAULT 'share_link',
  utm_campaign TEXT,
  is_open BOOLEAN DEFAULT true,
  expires_at TIMESTAMPTZ,
  response_limit INTEGER,
  created_at TIMESTAMPTZ DEFAULT NOW(),
  updated_at TIMESTAMPTZ DEFAULT NOW()
);

-- Index for efficient slug lookups
CREATE INDEX idx_form_share_links_slug ON form_share_links(slug);

-- Index for form-based queries
CREATE INDEX idx_form_share_links_form_id ON form_share_links(form_id);

-- Index for expiration checks
CREATE INDEX idx_form_share_links_expires_at
  ON form_share_links(expires_at)
  WHERE expires_at IS NOT NULL;

Server Actions

All share link operations are available as server actions:

Action	Description
`listShareLinks(formId)`	Get all links for a form with response counts
`createShareLink(input)`	Create a new share link
`updateShareLink(input)`	Update link properties
`toggleShareLink(id, isOpen)`	Quick open/close toggle
`renameShareLink(id, name)`	Rename a link (UTM stays locked)
`duplicateShareLink(id, newName)`	Copy link with new name and UTM
`deleteShareLink(id)`	Remove a share link
`getShareLinkBySlug(slug)`	Get link by slug (public route)

Authorization

All actions (except getShareLinkBySlug) require form admin access via checkFormAccess().

const access = await checkFormAccess(formId);
if (!access.success) {
  return { success: false, error: access.error };
}

UI Components

The share links management UI is located at:

/forms/[formId]/settings/share-links

Features

Feature	Description
Link table	Shows name, UTM source, created date, expiration, response count
URL tooltip	Hover over link name to see full URL
Status badges	Visual indicators for Closed, Expired, and At Limit links
Quick actions	Rename, duplicate, toggle, copy URL, delete
Create dialog	Form for new links with UTM, expiration, and response limit
Rename dialog	Update link name while keeping UTM locked
Duplicate dialog	Copy link with new name and auto-generated UTM

Copying Links

The copy button generates the full URL:

const url = `${window.location.origin}/f/${formSlug}?src=${link.slug}`;
await navigator.clipboard.writeText(url);

Best Practices

Use descriptive names

Name links after the distribution channel or partner: “Lincoln High School”, “January Email Blast”, “Community Center Flyers”

Set expiration for time-sensitive campaigns

If you’re doing targeted outreach with a deadline, set the expiration to match. This prevents late submissions without manual intervention.

Use response limits for capacity

When distributing to multiple partners with limited slots each, set response limits. For example, give each school a link with a 50-response limit for a first-come-first-served program.

Duplicate for similar partners

Use the duplicate feature when creating links for similar partners. It copies expiration and response limit settings while generating a fresh UTM source.

Keep UTM sources consistent

Use a consistent naming convention for UTM sources across your forms. This makes cross-form analytics easier.

Don't delete links with responses

While you can delete share links, existing submissions keep their share_link_id. Deleting removes the link name from reports, making attribution harder.

Publishing

Form publishing workflow

Submissions

How submissions work

Public Pages

Applicant-facing forms

Branding

Form styling options

Foundation

Core Systems

Features

Integrations

Production Review

Operations

Reference

Link URL Structure

Required Fields

Optional Fields

Server Action

UTM Source Tracking

Auto-Generation

How It’s Stored

Link Expiration

How It Works

Expiration Check

Open/Close Toggle

Toggle Action

Response Limits

How It Works

Limit Check

Response Tracking

Counting Responses

Data Model

form_share_links Table

Database Schema

Server Actions

Authorization

UI Components

Features

Copying Links

Best Practices

Publishing

Submissions

Public Pages

Branding

​Share Links

​Why Use Share Links?

​Link URL Structure

​Creating Share Links

​Required Fields

​Optional Fields

​Server Action

​UTM Source Tracking

​Auto-Generation

​How It’s Stored

​Link Expiration

​How It Works

​Expiration Check

​Open/Close Toggle

​Toggle Action

​Response Limits

​How It Works

​Limit Check

​Response Tracking

​Counting Responses

​Data Model

​form_share_links Table

​Database Schema

​Server Actions

​Authorization

​UI Components

​Features

​Copying Links

​Best Practices

Publishing

Submissions

Public Pages

Branding

Share Links

Why Use Share Links?

Link URL Structure

Creating Share Links

Required Fields

Optional Fields

Server Action

UTM Source Tracking

Auto-Generation

How It’s Stored

Link Expiration

How It Works

Expiration Check

Open/Close Toggle

Toggle Action

Response Limits

How It Works

Limit Check

Response Tracking

Counting Responses

Data Model

form_share_links Table

Database Schema

Server Actions

Authorization

UI Components

Features

Copying Links

Best Practices