Question

I'm not even sure if this is possible...

Forms

Updated October 26, 2020

asked on October 22, 2020

This was such a beautiful form idea until I tried to implement it.

I've been asked to create a scholarship agreement form for our athletics department. The head coach completes the form with lots of pertinent information, signs it and submits it. The form is then assigned to the athletic director. They either reject it or sign and approve it. If approved it moves to student financial services who either reject it or sign and approve it. That's the easy part.

Once signed by all three, the student-athlete needs to see the form that was just completed and signed by three different university officials. On this form they need to check some boxes and then sign and submit. That is pretty easy, too.

The part I'm not sure is possible is getting the form to the student-athlete who will not be a licensed user of forms. Is this even possible?

I've toyed with the idea of emailing them a pdf of the completed form along with a link to "their part" of the form. Then, when they submit their part having a workflow marry the two forms together and filing it appropriately. But that gets about a 6.3 on my clunkiness scale.

Has anyone done anything like this before?

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Replies

replied on October 23, 2020

I think I've figured out the process to make this work. Once the form has been signed on our side I will have the workflow email a pdf copy of it to the student-athlete. They will also receive a link to the form they will need to complete. The link will contain the Entry ID as a parameter. They use the form to agree to the terms of the scholarship and sign. Their submitted form now contains, in a hidden field, the Entry ID of the first form. It's a quick step from there for the workflow to combine the two documents back into one for filing purposes.

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replied on October 23, 2020

Hi Jamie,

"This was such a beautiful form idea until I tried to implement it."... I've been there before

It's a bit longwinded and clunky but...

If you have the correct license for Adobe to create PDF Forms - you could use Workflow to push the Laserfiche Forms data into a PDF Form, then send this to the external user with no Laserfiche license. The external user could fill out and send the completed PDF form back, which could be processed through Workflow again to retrieve the PDF form data. Whether you put the form data back onto the form or keep the documents separate is up to you. It could be quite smooth if you were using something like Import Agent Email Archiver to automatically pull in the completed PDF's though.

If you were to use Forms Portal (where the non-licensed user only has the ability to fill out a form and not partake in User Tasks) then you may be able to email a custom link to the user with URL parameters to pre-populate the form with the data that is relevant to them?

Thanks,

Dom

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replied on October 22, 2020

In short, you have to be a licensed Forms user to participate in a process and complete a user task. We offer Participant users as a more affordable alternative if the users JUST need to participate in processes and nothing else. The only thing a non-licensed user can do is fill out a public form if your Forms server has Forms Portal licensed.

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replied on October 26, 2020

Hi Jamie:

We also have a similar form situation, where local youth may fill out an application to receive Sponsorship to a Youth Leadership Program (a week long camp, I believe). There is a second part, after approval of the sponsorship. We achieved this by using workflow as well. Workflow is kicked off after approval, finds a blank form that is in the Laserfiche repository that will need to be emailed to the successful applicant, includes a link to the second form that they need to fill out, and includes the Instance ID number from the first process which they need to enter on the second step. This worked well for us.

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I'm not even sure if this is possible...

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