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Question

Public forms submitted VS Requestor approval follow-up

Forms Ideas
Updated December 18, 2015
asked on November 3, 2015 • Show version history

I am trying to design a Form that will be accessed by almost anyone outside of the company, so planning to use the Forms Portal.  The puspose of this form is for these external peoples to submit a request and then an approval process will take place and the response will only be available through the submitted Form.

The actual process does send the Approvers an email with the link in order to have them process this request and this works fine.

But, the challenge I currently have is, I want the Requestor to receive an email back with a link to his own request that will allow a follow-up.  I have not yet found a way to send out such Hyperlink using the Email activity in the Forms Process Modeler (and it seems to only send the Hyperlink to approvers).

At the end of the approval process, I would also want to send back the Hyperlink to the requestor to allow them seeing the official feedback that will only be present on that form request.

Please note that I am currently using our VAR development kit so I don't have Form Portal. Is this a feature only available with the Forms Portal of there is not such feature in the current Forms V9.2.1?

Any hint will help smiley

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Replies

replied on November 10, 2015 • Show version history

Thanks Ming-Iun for this response.

I do understand the actual licensing but, however, I think that the Laserfiche Forms engine should be modified to allow a little bit more flexibility regarding the following examples that I may want to implement:

-School registration Process

-Request for access to information

In these scenarios (and many other examples like these scenarios), requestors will fill-up a Form using the Laserfiche Public Form Portal.  It happens that the submitted Form will be missing info of need clarification or additional information.  It would then be handy to have the requestor using an attached Hyperlink that will allow "update / modify" his/her request.

This could be easily done as it is almost the same as if you allow a Requestor to save incomplete form for later, and then they are able to return to it, complete the form and submit it.  It doesn't ask for authentication in this scenario.

Right now, if I want to allow a submitted Public From to be sent back for correction or ask for additional information, I need to copy the submitted form fields data to a database, create a new copy if the same form that was submitted, send an email with a specific hyperlink passing data to hidden fields, have that form use that hidden field data to load previous info from requestor submitted form onto this new form.  It’s quite a challenging and discouraging process to implement with the existing LF Form version.

If Laserfiche could allow sending an hyperlink to the requestor with an encrypted ID (just like the one sent for approbations), this process could then be very simple to implement and maintain in LF Form.

My goal here is to try getting the Laserfiche Form into new markets, and find ways to better serve the general public.  I try to find ways to build smarter forms (Easy to implement and maintain), and this is a suggestion for improving the actual form engine.

 

Could this be added to your list of New Feature Request?

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replied on December 18, 2015

Hi there,

Thanks for your use case. I'll bring it back to the product team.

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replied on November 9, 2015

Hi Daniel,
 
Forms can only send hyperlinks to task participants who are Laserfiche Named Users or Forms Authenticated Participants. The hyperlinks will take users directly into the Forms Inbox to review and process the forms in a Forms process. Since users submitting forms through Public Portal are anonymous and cannot log into Forms, this option would not be available to them. For more information on who can access Forms, you can refer to the Forms Licensing page in the help files. 
 
If you'd like the requestor to receive a copy of the submitted form for follow-up purposes, Forms can provide submitters with the options to download, print, or email a copy of the form immediately after submission. These options can be configured in the Process Modeler under Message Start Event. 
 
If you'd like to send a copy of the form to the requestor at the end of the approval process, you can accomplish this by invoking a Workflow the end of the Forms process. The requestor's email would need to be captured on the form as a field value for Workflow to dynamically email a copy of the form as an attachment. 
 
Let us know if you have any other questions. Thanks! 

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replied on April 7, 2016

One way to partially accomplish this is to use the public portal licensing to have the initial form submitted, approver approves and adds extra "comments" or whatever extra input is needed.  Process modeler invokes a workflow that takes all the forms fields data and enters into a database.  Have it create a unique reference number then email a link to a public accessible new form using http://<server>/Forms/<newform>/?<fieldvariable>=<referencenumber>.  This new form has the same fields as the first and any new needed fields for more input.   Add one field to accept the "reference number" that does a lookup and fills the rest kof the form (use the variable of the field to be filled for three lookup in the URL) Make all filled fields read only so the user cannot change.

replied on May 1, 2018

Hi!

I just want to be clear on the subject matter.

I work for a school board and it's the nature of our business to initiate forms internally and send the form back to parents for comments. At this time, am I correct by saying we cannot achieve this scenario with  Laserfiche forms?

Kind regards

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