External Form View

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.

This feature can be used for external users, such as customers or suppliers, to facilitate their participation in workflows. It is 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.

Use case: Customizing the e-mail content for the specific task so that only the external Form view is sent via mail.

You can use this link:

${SYS.ROOTLINK}tim/client/#/external/task/${SYS.TASK_ID}/smartform?documents=true

${SYS.ROOTLINK} and ${SYS.TASK_NAME} are System Variables and can be easily used.

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.

The updated content is displayed successfully and the link to the external form is displayed on the mail text.

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.

If the documents tab should not be shown, the link that is sent out has to be adjusted:

.../smartform?documents=false