Forms Portal - Public access to process in progress

asked on January 5, 2017

In a scenario whereby a client wants to pass variables to a form as part of a workflow/forms process and then email that link to a customer of theirs whom is deemed a public user, will this work? Or is the Forms portal add-on ONLY for initial submission by anonymous (public) users?

An example is where our client is on boarding a new account and part of the process involves gathering information from their customers IT dept. They would like, as part of the on boarding process, to shoot the customer IT dept an email with a IT questionnaire form pre-filled with variables from the new account form. Their customer completes the IT questionnaire and submits which then allows our clients process to continue. In this case, our client's customer does not have a Laserfiche login.

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replied on January 5, 2017

You are correct in that Forms Public Portal is really just for Anonymous Submission only. What you can look at to meet your requirements, is to save the variables from the first form into a DB table, generate a Ticket number which is then emailed back to the original submitter, and have them enter that into the next form they are to complete and have lookups populate the information based on the Ticket Number. If you don't want to have the lookup completed on the initial submission you can have it happen when the form is assigned to the reviewer so that information was not placed in a public environment.

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replied on January 5, 2017

Thanks Steve. What you have outlined wouldn't resolve this particular issue in that the initial submitter whom is a Laserfiche user does not submit the later form which is the third form in this specific process.

While the customer could just send a link to the blank public form to its client, it would be great if this was populated with some of the client header information so the form is partially filled out. This is straightforward for a participant user or full user obviously so the right question is whether or not a public user can submit a partially filled form that is specifically emailed to them or can a public user only initiate a new blank form?

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replied on January 6, 2017

Hi Fearghal

Thinking of another approach, would be to build the URL string to include the field data to be filled in so when they clicked on the link it would launch a blank form and then fill in the fields from the URL string. An example of this can be found in LF Connector App 10 where it can Launch a website and prepopulate the fields this way.

Your syntax would look like this

BaseURL?FieldVariablename1=value1&FieldVariableName2=value2

BaseURL example: http://servername/Forms/FormName

You could use Field Calculations or the LF Workflow engine to build the string to send it out to the customer.

You can test this with an existing form by manually adding the variables to the URL

?FieldVariablename1=value1&FieldVariableName2=value2

FYI, the FieldVariablesName is the Field Variable name created in the form

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Forms Portal - Public access to process in progress

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