External Instance Start/Webform Start
- Betül Kara (Deactivated)
- Martin Oehm
- Arlinda Dobruna
Description
Forms can be made externally available via the properties so that instances can be started by external users. This feature makes it easier to integrate the suppliers or the customers without user accounts into your Workflows. In order to configure this feature, you need to navigate to the Workflow Repository and open the specific Workflow.
Select the specific Workflow in the ‘Active workflows’ list
In order to make changes to a workflow, you need to first copy the published version and then edit it.
Reference | Attribute | Description |
|---|---|---|
1 | Copy | The ‘copy’ button, allows user to create a new editable version of the current workflow. |
2 | Edit | The ‘edit’ button, enables users to create a new, editable version of the current workflow process model |
3 | Workflow Properties | The ‘workflow properties’ button, opens a modal that provides access to the webform start configuration and toggle buttons. |
Now you can make the desired changes according to your needs. In the section Webform, three features are available which are Webform start, show topbar and enable documents.
Reference | Attribute | Description |
|---|---|---|
1 | Webform | The webform tab offers the toggle buttons for the webform start configuration. |
2 | Toggle buttons | The toggle buttons should be enabled for the configuration.
|
3 | Save | Click on ‘save’ button to save the changes that were made by enabling the toggle buttons. |
4 | Publish | You need to publish the new version to make your changes available. |
Within the 'Active workflows' list, you can copy the webform link so that it can be shared with externals.
Reference | Attribute | Description |
|---|---|---|
1 | Ellipsis button | Ellipsis button of the workflow opens a dropdown that offers the webform link |
2 | Copy Webform Link | The user can view the external form of a task by navigating to the copied link of the webform |
External access for the Form/Webform
The form is now accessible for external users without any authentication or user information by navigating to the copied link of the webform. By pressing the 'Submit form' button, a new process instance will be started.
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.
See the page for element control settings: Form Designer | Element Control
Now you can make changes to your external webform view via the element control panel.
Updating your Webform
First, you need to save changes and then you can publish your version to make changes visible.
The link to your Webform will stay the same. You can see that your Webform now has been updated and all the fields are required.
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 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 '1356' appearing in the onboarding tasks list:
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