Question

Is there a way to show a document saved in repository on a public accessed Form?

Forms How To Ideas

Updated December 8, 2023

asked on December 7, 2023

We have a forms process that is a Fleet Survey. Each year fleet manager will submit a new application. The unit is wanting to offer the fleet manager the ability to pull up or view their previously submitted form while submitting the new one.

I'm hoping someone may know a way around using a method that requires logging into the repository as these managers are not licensed.

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replied on December 7, 2023 • Show version history

You could do something like this with WebLink, however, the big warning here is that you'd inevitably be exposing all of the forms to the public.

If these forms have anything even remotely confidential on them, that would be a bad idea because anyone could gain access to the documents.

As nice as it may be to provide access to the past documents, there's a lot of risk associated with that if you're not authenticating the users.

One slightly safer option, if you have the email associated with the stored documents, would be to give them a way to request the previous form be sent via email; maybe with a separate form linked on the main form.

This way, you'd only ever be sending a copy to the same email that was associated with the original submission and you wouldn't have to expose anything to the public.

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replied on December 7, 2023

I agree with Jason on this one.

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replied on December 8, 2023

A couple of options: (I am coming to this from a on-premise point of view)

Weblink can still your friend here, you can have an internal only weblink that is inside your firewall. Then create a 'public - internal' user to provide access to that without having to have a license applied. I have this in use here in my system 2 weblinks sites, one public facing, one internal access only.

Have a passcode, known to him, form that retrieves the previous archived documents from the repository, this could be created to retrieve and show, or retrieve and email documents found.

Machine License, you can have a machine license applied to a station that provides a user, from a user group, access to the repository from that one machine and your user would use their LFDS credentials (AD in my case). That would then allow you to use group memberships/tags/etc., to limit repository reach but have a station where a user can work/view the repository, multiple users that do not have licenses can be given attributes to specific areas of the repository. I also have this running here.

Options......

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Is there a way to show a document saved in repository on a public accessed Form?

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