To add on to what Kevin said.

I have a process that needs to gather information from an external unauthenticated source.  So I have a form that is available on our public Forms Portal environment.  There is a hidden field on the form for a reference number.  If the reference number is missing, Field Rules will hide the majority of the form and replace it with text about the form being accessed by an invalid or expired link.

The workflow process that creates the email invitation is creating a link that has the reference number as a URL parameter, like this: https://FormsPortalURL/Forms/FormName?reference_number=%(TokenName)

That way, the link from the email triggers the form to load this hidden reference number value.

The workflow is populating a database table with the reference number and other associated information that will be needed on the form.  The form does a lookup from the database to lookup the reference number and return the other values that are needed to be displayed on the form.

So ultimately, I have two instances for the process - one where the employee initiates the request, and one where the public person completes the request, and workflow and database records are used to bridge the gap between them.

To add on to @████████ you capture the HR named user who starts the form in a hidden field on the form, and when the external user completes it using Matt's explanation above, use a conditional rule to route the form directly to the original initiator.  Here is an example:

HR can then review and make a decision that will send a notification to the external user.  You just need to make sure you capture enough values on the original submission and repopulate them in the 2nd step.  *If you have a lot of fields and/or radio buttons and checkboxes (and are not on cloud) I can share a JS that will save all the field values upon submission and use an array to repopulate the form for the external user.  

I think I kind of get it, but my question is, where does the "?reference_number=%(TokenName)" come from?  I was thinking I could capture the ProcessID and use that but I couldn't figure out how to do it.

If we create a form that HR can submit that has some employee information in it, such as First and Last Name, couldn't we take that and submit it to a URL that has the form with those values in it, but that keeps them ReadOnly so the external user cannot change it and when they hit submit it will submit it for them back to our HR?

All good info, but I am just not clear on the URL.

Thank you!

Those are URL parameters that can be generated from a Forms variable, a workflow, and more. It all depends on how your process is supposed to work. They can pre-populate fields that are hidden and read-only.

https://www.laserfiche.com/resources/blog/tech-tip-using-url-parameters-to-pre-fill-form-fields/

https://doc.laserfiche.com/laserfiche.documentation/11/administration/en-us/Subsystems/Forms/Content/Javascript-and-CSS/Prepopulating%20Fields.htm

Okay, I get that part now.  I have it, but I am still unsure on the process.  If we want HR to send this reference check to an employee's previous employer, and we want to include the information from a form that current HR is inputting, how do we get the form that is filled out by the previous HR back into the current form?  I tested out the link and sent it to someone.  I guess, the issue that happens is, anytime someone uses that link or something similar with the variables in it, it creates a new task.  This might work for us, but I am thinking that purchasing additional licenses would make it secure. 

You can't really do this as one instance, it would be two separate instances, but you control the routing based in the BP.  Your HR department completes fields in a form and hits submit.  These fields are stored and a unique link is emailed to the external user.  As Kevin said, you would use unique variables and values in your link to fill in fields on the form.  Those fields would trigger and lookup to populate the originally submitted data.  Matt's example url is perfect.  When the external user submits a new instance is created (this would now be the instance that would house all your data).  This instance goes through your BP but use a gateway to route it to the HR Department.  

Your first instance it just to gather the initial information from HR.  The second instance should house all the data.  You can use show/hide rules, so the form looks different based on who is completing it.  

Angela,

So, I could use a Form to start the process with HR where they input the information and then create a Workflow after they submit it and that kicks off another process?  Where does that process come together with the one with HR?  I am sorry but I was just hoping to see a visual.

Thank you all!