Question

Forms 9.2/Rio - email notifications not sending for form approval (non-licensed users)

Forms

Updated April 9, 2015

asked on March 27, 2015 • Show version history

I have configured a simple test approval form to route a document to the manager. Neither the admin submitting the form nor the manager have named user licenses. In configuring the User Task in the process modeler, I specified the LF user account of the admin staff who would be submitting the form, then attached her email address via the Web Admin Console as directed in the help files. I also included my own user account/email (and I'm an admin and have a named user account). In "Notifications" I checked "Email task participants...".

For testing, I submitted the form and while it shows up in my Forms Inbox, neither myself nor the other staff member received an email notification.

In reading through other Q&As it seems that for anyone who doesn't have a named license, in order to submit/approve/interact with forms, we have to go the Forms Portal route. Is this something different than Weblink? Various answers seemed to suggest that: Forms = Forms itself (named users) and Forms Portal (optional component, participant users).

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replied on March 27, 2015

You said

Various answers seemed to suggest that: Forms = Forms itself (named users) and Forms Portal (optional component, participant users).

And I wanted to clarify something: participant users and Forms Portal are separate licensing options. Forms participants are user licenses that allow users with these licenses to submit forms as themselves, but not administer Forms business processes. The security overview page describes participants like so:

Participants are limited-functionality users. Participant users can log in with a particular email address that has been assigned a participant license from the Participants tab of the System Security page. Participant users can start process instances and perform user tasks, but they cannot create or administer business processes.

On the other hand, Forms Portal is intended for anonymous form submission.

Perhaps the documentation on Forms Licensing would be helpful. This also seems like an appropriate topic to discuss with your reseller.

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replied on March 27, 2015

Forms portal is different than WebLink\Web Access. the difference is, if the approval is being done on the forms web site, that is the Forms Portal part of things. The Forms Portal allows your forms to be on an outside web page. Though Forms Portal you can access the forms without a user name and password I believe. I am not sure however if you can do approvals and such though this, because at that point you would need a user name and password to access the process assigned to you. WebLink is your access to the Laserfiche repository the only way you would see a form through this is if once the form is submitted for approval it is then in the repository. The approval would then have to through Laserfiche and modification of any fields in the form would not be possible.

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replied on March 27, 2015

There is no way for someone who does not have either a named user license or a forms participant license to approve or review forms.

However, with Forms Public Portal add-on, you can make a form "public" and anyone can submit a form without logging in.

Cheers,

Carl

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replied on April 9, 2015

Thank you to all who responded.

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Forms 9.2/Rio - email notifications not sending for form approval (non-licensed users)

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