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Question

Question

Forms Portal

asked on March 4, 2020

Since Forms Portal allows form processes to be made "public" - is there anyway to track/audit the anonymous forms?

Thank you.

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Replies

replied on March 4, 2020

The submissions history for a public form is still available. The only difference is that it does not require a login to access and submit the starting form and the initiator variable will be anonymous.

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replied on March 4, 2020

There are a couple of ways to track the forms but it depends on your approach. For example, a form can be anonymous, but the URL the user was given to access the form could include an unique identifier such as an account number or employee ID as a query string. 

 

For example:

If you had a Employee Survey, you could send each employee a unique URL which points to the same form:

  • https://forms.secure.com/Forms/employee_survey?eid=123
  • https://forms.secure.com/Forms/employee_survey?eid=456


In your form you could have a hidden text field called "Employee ID" with the variable "eid".

When the first link is clicked, the page will load and the Employee ID field will be populated with 123.

If the second link is clicked then the field will be populated with 456.

When you run a report or look at your instances you can now identify who submitted the form based on that value.

 

More Advanced Functionality

If you connect that Employee ID field to a look up rule, you can populate other visible or hidden information based on the value entered. eg. Employee First and Last Name, Email Address etc. Great for convenience.

However, use with caution, because people could use that method to scrape your database by incrementing your UID/EID.

 

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