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Question

Granting All Users Access to a Form as Submitters

asked on September 16, 2020

HI,

I created a COVID-19 Screening Form to be used by all employees in our organization.

I designed the form in away that it captures the user's information and then it will identify the line manager from the data source. Once the form is submitted, it will flow to the line manager who will acknowledge it and then the form will be archived in Laserfiche.

The process works perfectly when we are dealing with a small group of users who have full Laserfiche licenses. However, If I want to enable all employees to use the form, I switch access to "Public" and then end up unable to retrieve the line manager information because the form treats the user as anonymous. 

 

My question here, is there a way to enable all employees in the organization to submit this form without having to assign user licenses for them and add them one by one? Thank you.

Sincerely,

 

Wissam

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Replies

replied on September 16, 2020

If you have the form set to public, the user does not have to be logged in or even have a Laserfiche account to fill it out. The downside there is that all users will appear as Public/Anonymous when filling out the form. You'll need to collect the form filler's name or email to identify them, and then use that to determine the manager. Based on the sensitive nature of the form, this may not be secure enough, as one employee could easily type in another employee's email address to see their information. 

The real solution for this would be to get participant licenses for each employee in the organization. Participant licenses are less expensive than full user licenses and allows the users to sign into forms to submit authenticated forms. When dealing with sensitive information like health screens, you really want the user submitting the form to be logged in so you know it's actually them, and not try to mock authentication using a public form. 

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replied on March 31, 2022

Jared,  if the organization has participant licenses for most employees, is there a way to add them to a forms process as submitters without maintaining the list of users?  I see a "All Viewers" group in our setup, but I do not see any details on who is included.  Seems like a headache to maintain a list of hundreds of participants.

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