FlowForma Engage

FlowForma Engage lets you create forms that are accessible to users who are not members of your organization. These users can either be anonymous, requiring no authentication, or “secure” users, who need to authenticate using a Google or Microsoft account. When setting up FlowForma Engage there are three options to choose from:

• Publicly accessible forms - forms that can be accessed by any member of the general public who has a link to the form.
• Secure accessible forms - forms that can be accessed by a defined user who is not a member of your organization, but has been granted access to specific form(s).
• Not Secure or Publicly accessible forms - forms that are not available to external users, and will only be accessed by members of your organization via SharePoint.

This is done using the CX wizard, which is included in the Flow Designer when the FlowForma Engage feature has been enabled. When you click the CX button, the following screen is displayed. Enable accessible forms: To generate the URL that anonymous or secure users will use to access the form, you can choose to create your own token value or use a system-generated token. To create your own token, enter text in the Token field and a URL is generated using the token. Tokens must be unique, so you can only use a token that no other client using the Engage feature has already chosen. If it is currently in use, you will see the following message. Alternatively, you can click the Generate button and a URL containing a unique identifier is created. Enable the first step of forms as: any step in a FlowForma Engage process can be completed by members of your organization, anonymous users, or secure users, depending on the flow configuration. To define which type of Engage form you want to create, you must define how the first step of the process is enabled.

1. Not Secure or Publicly accessible: the first step of the process must be completed by a member of your organization; this step cannot be completed by anonymous or secure users.
2. Publicly accessible: the first step of the process is accessible to any user who has been provided the link to the form.
3. Secure: the first step of the process is secure and is only accessible to users that have been provided the link to the form and have been added as a secure user in the Governance feature.

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Configuration of CX flows

Changes have been made to the CX feature to allow any step in a process to be accessed by anonymous users or secure users. Depending on the sequence of the steps in the process the first step must be defined as Secure, Publicly accessible or Not Secure or Publicly accessible. Any other step in the process can then be defined as Secure, Publicly accessible or Not Secure or Publicly accessible by assigning them to different users.

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Assigning steps for use with publicly accessible forms

A new user has been created in FlowForma to allow anonymous users to access FlowForma forms. This user’s display name is Anonymous user [External user]. To assign the step to this user:

1. Create the step normally and assign it to an O365 user.
2. Edit the step. When you start typing Anonymous user into the Assign to field, the user will be displayed.

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Assigning steps for use with secure forms

Secure users are added through the Governance feature. When a user enters the link to the form, authentication is carried out using a Google or Microsoft account. More details are included on the Secure forms page. In this example, a user with the display name Secure User has been created referencing the person’s Microsoft account. To assign the step to a secure user:

1. Create the step normally and assign it to an O365 user.
2. Edit the step. When you start typing either the display name or email address of the secure user into the Assign to field, the user will be added as the assignee.

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Un-supported question types/rules/features

Not all FlowForma questions and business rules are currently supported for steps that are publicly accessible or secure. Where an un-supported component has been used, the step will appear in this box. In the example below, the step enabled as the Publicly accessible step contains:

• An un-supported Person or group question. Question title ‘Person or group’.

In the Question section this is displayed as: Question title ‘Person or group’, followed by the title of the step where the question is located in brackets (Step 1).

• An un-supported Step Assign business rule.

In the Rules section this is displayed as: Rule title ‘Step assign to’, followed by the title of the step where the rule is located in brackets (Step 1). Click the Save button to confirm your input/changes. If you do not want to save your input/changes, click the Close button. When the form is rendered, if there is an unsupported question type, the question title will be displayed with ‘Un-supported question type’ beside it. Where un-supported rules have been added to the first step of the process, or as step-started rules on the second step of the process, these rules will be ignored and the process will progress to the next step.

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Un-supported items

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Steps

Parallel groups are not supported in Publicly accessible or Secure accessible forms.

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Questions

The following question types are not supported when used on the first step of a Publicly accessible or Secure accessible form.

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Standard question types

1. File links
2. Person or Group (has limited functionality - will be disabled for user input and can only be populated via Get List Data rule, or by using a default value)
3. Verify digital signature
4. SQL Lookup

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Feature questions

1. CRM Lookup
2. EDM Lookup
3. Get HubSpot contact
4. Voting
5. Voting results

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Add-on questions

1. Auto Number
2. Button
3. Date of birth
4. Location
5. People picker

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Business rules

The following business rules are not supported when used on the first step, or as step-started rules on the second step, of a Publicly accessible or Secure accessible form.

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Workflow control rules

1. Hide show step
2. Passback

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Data Integration rules

1. Execute Sql stored procedure
2. Update HubSpot contact (feature rule)
3. Create HubSpot contact (feature rule)
4. Call Azure logic app (feature rule)
5. Execute dynamics CRM (feature rule)
6. Get user profile property
7. CSV Mapping (Add-on rule)

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Communications rules

1. Multiple document generation
2. Attach document to step
3. Convert word to PDF
4. Add / Remove watermark
5. Copy file

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SharePoint Action rules

1. Create site
2. Create list or library
3. Document actions

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Permissions

1. Reset document permissions
2. Step view permissions

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Repeating table

1. Map repeating table FlowForma
2. Identify unique RT column (Add-on rule)

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Calculations

1. Calculate non-working days (Add-on rule)
2. Calculate date difference (Add-on rule)