Question

Forms Licensing Needs

Forms

Updated June 14, 2024

asked on May 8, 2014

I just wanted to verify the licensing needs for a client.

They have an internal Form that they would like created in order for their employees to request time off. They have over a hundred employees and the majority of them will not be accessing Laserfiche at least not for now.

Other than approvers who will need participant licenses in order to approve/reject their forms what is needed for an employee who just needs to be able to submit a new form?

Does each employee need a participant license or a full license?

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Answer

APPROVED ANSWER

replied on May 9, 2014

To expand on what Ramon said, the portal license is really designed for public use, to submit and be done.

For internal processes, we do recommend participant licenses due to the added functionality they bring. Most notable is the ability to send a form back for further information. Users authenticated with participant licenses can have forms sent back to them, with comments, which they can then modify and resubmit.

Another benefit is the ability to see where in the process your request is, which is especially useful with multi-step approvals.

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Replies

replied on May 9, 2014

In an internal process, it's highly recommended to use Participant License. In this way, organization can better manage their business process with authenticated users; task/instance progress can be tracked by initiator.

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replied on May 8, 2014

If the employees are only submitting forms and do not need to approve or interact with the forms then they actually don’t need neither a participant nor a full license. They will however need the Forms Portal, which allows for unlimited submissions. Users submitting forms through the Forms portal won’t need to authenticate into the system and you can have as many users submitting forms as you want.

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replied on May 8, 2014 • Show version history

I had this same scenario and we went the route Alan stated but in doing so it does come with some drawbacks. If the employee does not have at least a participant license then the submitter of the form will be "Anonymous" and the form will not be able to communicate back to the submitter.

Let's say you want to send an email to the submitter notifying them that a form has been approved/rejected. Normally you can do this in the process modeler but if the form is public then most likely the submitter will not be listed in the Named Users settings. Since this is how forms knows who to send emails to, there is no way to communicate back to the submitter in the process modeler.

The way around this however is if you put a field for the submitter to enter in their email. You can then use workflow to retrieve the email and send a notification.

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replied on June 13, 2024

I know some of the thoughts and ideas shared here are from like 10 years back but can anyone please shed light on whether a Participant User can submit forms, start forms processes, interact with User Tasks, receive mails off of a forms process?

2. Can a Participant User approve or reject forms processes?

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replied on June 14, 2024

A user assigned a Participant license can Submit Forms and Complete Forms Tasks. They get everything that comes with those rights, such as receiving email notifications about tasks that have been assigned to them and being able to approve, reject, etc. assigned tasks. Anyone can receive email notifications based on how those events are configured in your Forms process.

Participant users can also have read only access to a Laserfiche repository where they can view documents and perform searches.

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replied on June 14, 2024

Blake is correct. Here is the documentation page on user license types.

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