Description
For external or rare users of the system, it is possible to complete tasks and upload documents without being required to navigate within the system. Only the form can be shown to those users so they are not confused by any optional tabs or lists.
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Use case: Customizing the e-mail content for the specific task so that only the external Form view is sent via mail.
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Please select “prepare tools & tutorials & assignment” in screenshot
Task mail subject: Please prepare Onboarding for ${firstname} ${lastname}
Task mail text:
Dear Manager,
the Onboarding workflow for ${firstname} ${lastname} has started. The task “${SYS.TASK_NAME}” was assigned to you as the manager.
Please check the details and confirm the preparation here so that the workflow can continue: ${SYS.ROOTLINK}#/external/task/${SYS.TASK_ID}/smartform?documents=true
Thank you!
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You can use this link:
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${SYS.ROOTLINK}tim/client/#/external/task/${SYS.TASK_ID}/smartform?documents=true |
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${SYS.ROOTLINK} and ${SYS.TASK_NAME} are System Variables and can be easily used. |
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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. |
After customizing the task mail text and saving the changes, you can now start a new instance and assign the task. → please new screenshot with the new task “prepare tools &…”
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The updated content is displayed successfully and the link to the external form is displayed on the mail text.
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If the documents tab should not be shown, the link that is sent out has to be adjusted:
.../smartform
or
.../smartform?documents=false
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