External Instance Start/Webform Start

Description

Forms can be made externally available via the properties so that instances can be started from external users. This feature makes it easier to integrate the suppliers or the customers in your Workflows. In order to configure this feature, you need to navigate to the Workflow Repository and open the specific Workflow.

Open

We will continue with our example workflow ‘Access Rights Request’.
In order to make changes to a workflow, you need to first restore the published version.

Open

Now you can make the desired changes according to your needs. In the section Properties, three features are available which are Webform start, Topbar and Documents.

External access for the Form/Webform

In order to allow an external instance start of the Workflow ‘Access Rights Request’, you need to activate the checkbox ‘Webform start’. The link to the Form will be available and can be copied via ‘Copy webform link’ after publishing.

You need to publish the new version to make your changes available.

The form is now accessible via external users without any authentication or user information.

Element Control for the Webform Start

In order to configure the Element Control settings for the external webform view of the Form, you need to open the element control dropdown list and choose the 'Status: Webform start'. This allows you to make changes on your Form specifically for the webform view on top of your current settings.

Now you can make changes to your external webform view via the element control panel.

Adding a topbar to your Webform

First, you need to restore your version. You need to activate the checkbox ‘Topbar’ in the Properties to add it to your Webform.

Publish your new version to make your changes visible.

The link to your Webform will stay the same. You can see that your Webform now has a topbar with the tenant logo and the language section.

Adding an attachments section to your Webform

For specific Workflows, it is necessary that the users can upload documents on instance start. This is also possible for Webforms, you can activate this feature by clicking on the checkbox ‘Documents’ in the Properties section.

You need to publish your version again to make your changes visible.

You can see that now your Webform has a new ‘Attachments’ tab which external users can use to upload documents.

Documents can be uploaded via Upload file(s) button or Drag and Drop.

If the external user tries to upload a document which is not supported, the following error message will be displayed.

Successful submission of the Form

A new instance will be created in the product for your workflow after the Form successfully submitted by the external user.

In our example, we can now see a task of instance '33651754' appearing in the open tasks list: