Introducing Public Forms with Workflows

Set Workflow Stages to be Accessible on the Internet - App access not required!

At assess.one, we are committed to making workflow creation and management accessible to everyone, and we're thrilled to announce our latest feature that takes this commitment to the next level: Public Forms and Workflows.

What is Public Forms and Workflows?

With this new feature, Assess.one users can now create forms and workflows and make them accessible to anyone on the internet. This means that individuals outside the Assess.one platform can easily complete and submit forms, triggering a new workflow assessment within the app.

Most web form solutions only enable you to record data using forms with no workflow to process and progress the record to the next stage.

With Assess.one, you can apply a workflow on form submission as per your specific requirements without expensive coding and complexity.

For example, a customer applies for insurance cover from your company. The customer completes the public application form and submits the request. On submission, the customer receives an email advising that their application has been received and the application has been assigned to your team for review. After your team member processes the insurance application, the customer will receive an email advising if their application has been successful or unsuccessful.

How Does it Work?

Creating public forms is as easy as ever. Users can design forms within the Assess.one app, and when ready, choose to publish the form to the internet. Once published, the form becomes accessible through a unique link.

Key Features:

1. Accessibility: Forms are available to anyone with the link, eliminating the need for users to log in to the assess.one app.
2. Customisation: Users can tailor the forms and workflows to meet their specific needs, just like they do for in-app workflows.
3. Security Options: For added security, workflow creators have the option to require authentication by sending a password via email to users accessing the form on completion.
4. Branding: Upload your own logo to the form design to represent your brand or organisation.

Use Case Scenarios:

Public forms can be used for any business purpose where data is collected and processed via a workflow of your design. Some examples include:

1. Customer Feedback: Easily gather feedback from customers without requiring them to create an account.
2. Public Surveys: Conduct surveys or polls with a broader audience, reaching participants outside your organisation.
3. Job Applications: Streamline the application process by allowing candidates to submit their details without logging in.
4. Event Registrations: Simplify event registrations by providing a straightforward form accessible to anyone.
5. Research Data: Easily collect data for research purposes and process that data through a workflow.
6. Maintenance Requests: Create forms to request maintenance to buildings, vehicles or other equipment.
7. Support Requests: Create a workflow to manage support requests (e.g. technical support) across your organisation.

Benefits to Organisations

1. Fast & Simple to Create: As a no-code platform, you can easily and quickly create your public forms and publish your forms in minutes. Published forms are also available in-app for your authenticated team members.
2. Expanded Reach: Engage with a wider audience beyond your platform or organisation.
3. User-Friendly: Participants can complete forms without the need for app-specific credentials.
4. Versatile Applications: Apply this feature across various scenarios, from marketing campaigns to public services.

How to Get Started:

1. Design Your Form & Workflow

In flow builder, design your form and workflow using the drag and drop components. Add stages and buttons with actions to progress your workflow.‍

1. Publish to the Internet: In flow builder, select the form settings that you would like to apply to the external form including password protection or add a logo to your form.‍
2. Share the Link: Share the unique link with your audience or publish the link on your website.

A Note on Security & Data Privacy

Assess.one has implemented a number of measures to help ensure security and data privacy of public forms; however, care must be taken when designing your form and workflow. Due to the flexibility provided in flow builder, you must ensure that you are not adding components to your workflow that do not expose sensitive data on external forms or implement a workflow that might expose internal data.

We recommend following these guidelines when creating public forms:

1. Lookup Fields: Ensure that any lookup fields that you add to external forms do not include data should not be accessible outside of your organisation.
2. Field Visibility & Editability: Ensure that all fields in the form have the correct permissions set. For example, you might have fields in your form on certain stages that you do not want public users to view or edit. Ensure that the correct view and edit permissions are applied to those fields. You might want to lock down the visibility or edibility of certain field to internal roles or individuals only.
3. Lock Down Stages: In flow settings, ensure that public form stages are correctly set to the stages that should be visible to public users.
4. Stage Settings: Ensure that stage settings to preview all stages, skip ahead stages and go back stages are correctly applied based on your requirements.
5. Password Protection: When someone submits a form they will be able to continue to access the form URL. Although this is a secure and unique link, anyone with the link will be able to access the form. Based on your form and workflow design, consider if password protection is required when the form URL is accessed for added security.
6. Testing: Ensure that you test your external flows extensively before sharing the form link. Test to ensure that you are not exposing sensitive data, that your workflow is working correctly and that the user experience is optimal.

With Public Forms and Workflows, Assess.one continues to empower users to streamline processes, collect valuable data, increate efficiency, and engage with a broader audience without the need for additional licenses. Try it out today and experience the convenience of accessible, user-friendly forms and workflows.

Stay tuned for more updates, and thank you for choosing assess.one for your workflow needs!