Using Guest Account for Tasking (Enabling Non-Portal Users to Interact with Flow)

Last Updated: 05/03/2018 Introduced in Version: 2.0

The Guest account is an optional user account that can be used to get non-portal users, such as an outside vendor for example, to engage in a flow. The guest account user is enabled under System > Settings > Portal Settings, by checking the Enable Guest Account checkbox found under Portal Settings. Assigned forms can be one of the following 3 states:

  • Session
  • Assigned
  • Assigned to guest

If a form is assigned to the Guest account, no login form will come up when the assignee goes to process the task. Also, the task will not appear in any task list. Typically, an email containing a link is sent to the user to invite him/her to process a task. The process will know that the task is associated with the Guest account and rely on that account’s credential information automatically.

 

Example 

In this example, a guest user is emailed a link to a flow for them to fill in a form to bid for a training project. Two flows will be built: one that contains the form, and one that serves as a “start” flow for the form that sends the email containing a link to the form.
 
First, we will build the flow containing the email. The flow will take in the assignment link URL string input data so it can provide that as a link in the email body.
 
Create a new flow named Using Guest Account for Tasking.
 
 
Select the workspace within the Flow Designer. In the Properties panel expand Settings. Set the Behavior Type to Form Assignment Handler Flow. 
 
 
Click on the Start step for the flow. From the Properties panel, under Flow Input Data, click on Show Editor.
 
Enter AssignmentDataURL as the name and select the data type String. Click CLOSE to save.
 
 
 
 
 
Add a Send Email step to the flow. Connect the Start step to the Send Email step. Connect the Sent path out of the Send Email step to the End step.
 
 
 
 
With the Send Email step selected, configure the From and To address information. In this example, the recipient address is a constant
 
 
 
Next, we will edit the Body using the Text Merge Plain Editor.
 
 
 
Save and close the flow.
 
Next, create the flow that will contain the form. Name the flow Flow for Guest.
 
 
Add a form to the flow and configure it as desired. In our example, the form is configured to solicit a bid from a vendor to develop a training course.  This form uses label and text boxes to achieve the desired layout.  A Button is placed at  the end of the form to execute the form’s actions.
 
 
Outside of the form Designer, under the Properties for the form, set Form Assignment > Assignment Type to AssignedToGuest.
 
 
 
Within the Properties panel, expand On Step RunThis option is available for the External Form Step as well.

In the Show Flow To Run drop down menu we are given two options: SharedFlow and Private.

With the SharedFlow selected we can receive and use some parameters from the flow that starts:

URL Parameter Name

Assignment ID Parameter

Step Tracking ID Parameter

Flow Tracking Parameter

If you choose Private from Show Flow To Run the above parameters are not available.

Selecet SharedFlow

Under On Step Run, set the Flow to Run value as the flow created to send the email, in this example, Using Guest Account for Tasking
In the URL Paramter Name field, type the name of the input data created on the Start step for the process that sends the email. The name must be exact.
 
 
2016-11-22_180802
Connect the form to the End step. Save and close the flow.
Now, when the flow runs, the user email address specified in the flow that sends the email should receive an email with the link to the task. When the link is clicked, the portal loads and the form is presented without requiring Guest account log in.
 
When the guest selects the link the form will display:
 
 
 

Additional Resources