Using Guest Account for Anonymous Tasking

Overview

The Guest account is an optional user account that can be used to get non-Portal users, such as an outside vendor, to engage in a Flow.

If a Form is assigned to the Guest account, no login page will come up when the assignee goes to process the task. Typically, an email containing a link is sent to the user to invite them 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.

1. First, 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.
2. Create a new Flow named "Using Guest Account for Tasking."

   

3. Select the workspace within the Flow Designer. 
4. In the Properties panel, expand Settings. 
5. Set the Behavior Type to Form Assignment Handler Flow.

   

6. Click on the Start step in the Flow. 
7. From the Properties panel, under Flow Input Data, click on Show Editor.
8. Enter "AssignmentDataURL" as the name and select the data type String. 
9. Click Close to save.

   

10. Add a Send Email step to the Flow. 
11. Connect the Start step to the Send Email step. 
12. Connect the Sent path out of the Send Email step to the End step.

    

13. With the Send Email step selected, configure the From and To address information. 
14. In this example, the recipient address is a Constant.

    

15. Edit the Body using the Merge Plain Text Editor.

    

16. Save and close the Flow.
17. Create the Flow that will contain the Form. 
18. Name the Flow, "Flow for Guest."

    

19. Add a Form to the Flow and configure it as desired. In this example, the Form is configured to solicit a bid from a vendor to develop a training course. 
20. The Form should use Labels and Text Boxes to achieve the desired layout. 
21. Place a Button at the end of the Form to execute the Form's actions.
    To learn more about creating a Form, please navigate the article on Creating Your First Form.

    

22. Outside of the Form Designer, set Form Assignment > Assignment Type under the Properties for the Form to "AssignedToGuest."

    

23. Within the Properties panel, expand On Step Run. This option is available for the External Form step as well.
24. In the Step Start Flow Type drop down menu, there are two options: Shared Flow and Private.
25. With the Shared Flow selected, parameters can be received and used from the Flow that starts:
    1. URL Parameter Name
    2. Assignment ID Parameter
    3. Step Tracking ID Parameter
    4. Flow Tracking Parameter
26. If Private is chosen from the Step Start Flow Type, the above parameters are not available. Select Shared Flow.
27. 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."
28. In the URL Parameter 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.

    

29. Connect the Form to the End step. Save and close the Flow.
30. 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. 
31. When the link is clicked, the Portal loads and the Form is presented without requiring the Guest account to log in.

    

32. When the guest selects the link, the Form will display: