Description
As an external user of a customerFor external or rare users of the system, it is possible to complete tasks and upload documents without being required to log in and access all options in the product. Currently, customers sometimes use the form-only view for their navigate within the system. Only the form can be shown to those users so they are not confused by any optional tabs or lists.
This feature can be used for 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 to also have the ability to add documents within this view also helpful for managers or supervisors who only have to give an approval every once in a while.
Additionally, the documents thab can be shown 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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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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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.
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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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The external form will be sent to the manager and can be accessed via the link. First the manager has to login and then is able to see the form + complete the task.
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If the documents tab should not be shown, the link that is sent out has to be adjusted:
.../smartform?documents=false
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