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As an external user of a customer, it is possible to complete tasks and upload documents without being required to log in and access all options in the product. Currently, customers Customers sometimes use the form-only view for their external users, such as their customers or suppliers, to facilitate their participation in workflows. However, the form-only view currently displays only the form and does not include the document upload feature. It is important for external users also to also have the ability to add documents within this view to ensure a seamless and efficient workflow.
The user can view the external form of a task by navigating to the copied link of the webform
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Reference
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Attribute
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Description
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Personal Details
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The fields should be completed with your personal information, including:
1. First name: Enter your name
2. Last name: Enter your surname
3. Date of birth: Provide your date of birth in the format
4. Email address: Enter a valid email address
5. Job title: Specify your official job title
6. Salary: Indicate your salary
7. First working day: Enter the date of your first working day
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Work Equipment
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The additional fields for work equipment should include the following:
1. Is hardware required?: Specify if any hardware is needed for the job
2. Type of hardware: Detail the specific type of hardware required (e.g. laptop, desktop, peripherals).
3. Organize desk and keys: Arrange the workspace and ensure keys are provided before checking the checkboxes
4. Ordering platform: The hyperlink redirects to the ordering platform
5. instructor for new employee: Assign an instructor or mentor to facilitate the onboarding process.
The customer also has the option to attach documents to the task.
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Reference
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Attachments
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The “Attachments” button on redirects to the attachments page
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Upload File
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The file can be attached by either dragging and dropping it into the designated area or by selecting the upload option.
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Reference
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Description
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Comment
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The “Comment” field is also utilized for any additonal comments or remarks.
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Other
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The “Other” field provides users with the flexibility to include additional information or details.
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Submit Form
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The “Submit Form” button finalizes and submits the form.
Successful submission of the form
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link can be as follows:
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[domain]/tim/client/#/external/task/[TASK_ID]/smartform Allowing external users to access only form data such as |
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[domain]/tim/client/#/external/task/[TASK_ID]/smartform?documents=true Allowing external users to access form data + documents section to allow them to upload documents on their task |
Use case: From tim.property you can enable the link for the external form as soon as you assign the ticket to a user to receive also the link to the task. This can be done via the properties taskmail-text-[language] to be as following: “You got assigned to the task. [DOMAIN]/[APPLICATION]/#external…”
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SYS.BASELINK) and SYS.TASK_ID can be taken from system variables. |
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For the German version please make sure to set the tenant language to DE for receiving the text mail in German. |
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After uploading tim.properties inside the resources folder using the adequate privileges. Then when you assign task “Fill Employee Information“ to the actor “Designer”
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The email containing the text “You got assigned to the task” is created successfully.
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Removing the documents tab from the page can be generated via the link if you change again the tim.properties “?documents=true”
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After removing “documents=true” text from tim.properties and uploading tim.properties inside the resources folder using the adequate privileges. Then when you assign task “Fill Employee Information“ to the actor “Designer”
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The form no longer contains the option to add documents
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Only the form tab is displayed.
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Use case: Customizing the form content via the specific node in the workflow.
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After customizing the task mail text and saving the changes, you can now assign the task.
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The updated content is displayed successfully.
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