Forms server to have only certain business processes to have public access

asked on December 8, 2020

Hi,

We have currently deployed a Forms server in an AWS server and everything seems to work fine. Our client has requested to block the access to forms only within their organization's network. But there are a couple of business processes which need to be started by the users outside the organization's network.

We basically send them emails with the link to a business processes' starting form and when they click on that they can fill in details and submit the form. But after blocking the Forms server only within client organization's network I'm afraid they won't be able to access the starting form.

We do have Forms public portal licenses.

Can someone please guide us on how to solve this issue?

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replied on December 8, 2020

I'm a bit confused by what the client is requesting. If the server is only accessible from their internal network, then there would be no way for external users to access the site.

When using the Public Portal, unlicensed users can submit any forms set to Public, but they would get an access denied error if they tried to access anything else.

If they want some processes to be Public and some to be Restricted, then they'd need the internal users to all be licensed so the internal-only processes could be set as Restricted.

If they're not licensing their internal users and using Public forms for everything, then the only way to do what they're asking is to have completely separate Forms instances (including separate databases).

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replied on December 8, 2020

Hi Jason,

Thank you for your reply. Yes that's what confuses me as well. If we restrict the forms to the organization's network then the external users won't have access to the URLs.

All the internal Users have licenses and the processes that involves internal user submissions are anyways restricted.

The processes that need to be started by the external users also come as a user task to the internal users for approvals. So if we have multiple Forms instances will there be any issues?

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replied on December 8, 2020

Yes, because the only way to do what they want is for the separate instances to be completely separate, meaning separate databases, processes, etc.

You can set up multiple Forms instances that point to the same database, but all the same processes would be on both instances so there's no point in their case.

If all their users are licensed, then setting the "internal" Forms to Restricted should be sufficient because you'd still need to authenticate to do anything.

It's kind of like trying to turn only some of the houses in a neighborhood into a gated community when they're all mixed up on the same street.

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Forms server to have only certain business processes to have public access

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