Using Guest Account for Anonymous Tasking

Overview

The Guest Account is an optional User Account that can get non-Portal users, such as outside vendors, to engage with Designer Elements, such as a Flow, without using a specified Account.

If a Form is assigned to the Guest Account, no login Page will come up when the Assignee goes to process it. Typically, an email containing a link is sent to the user, allowing them to process a Task. The process will know that the task is associated with the Guest Account and automatically relies on that account's credential information. The following document allows the assignment of a Form to a Guest Account via Email.

Example

The following example is achieved through a two-step process: 

• Creating an On Step Run Flow that defines the Assignment behavior of the Assigned Form
• Creating the Assigned Form Flow

On Step Run Flow

1. From a Designer Project, CREATE a new Flow. 
2. From the Flow Designer, navigate to the Properties panel. Under SETTINGS > Behavior Type, select Form Assignment Handler Flow.
   
3. From Toolbox > FAVORITE STEPS, attach a Send Email step to the Start and End steps. Provide a from, To, and Subject value from the Properties tab of the Send Email step.
   Then, change the Body to Merge Plain Text, and click SHOW EDITOR. 
   
4. From the Merge Text Editor, define the Body as desired and add the Form_AssignmentURL from the Data Tree on the left. Then, click SAVE.
5. Save and close the Flow Designer. 

Assigned Form Flow

1. From a Designer Project, CREATE a new Flow.
2. From the FAVORITE STEPS category of the Toolbox, attach a Show Form step to the Start step. From the Properties of the Show Form step, click PICK OR CREATE FORM, then CREATE a new Form. 
3. From the Form Designer, design a Form consisting of four separate Text Boxes and corresponding Labels for a "First Name", "Last Name", "Phone Number", and "Feedback" value, respectively. Then, add a Button labeled "Submit".
   
4. Back in the Flow Designer, navigate the Form's Properties tab; set each INPUTS to Ignore to allow user input.
5. While still in the Properties tab, under ASSIGNMENT > Assignment Type, select AssignedToGuest from the drop-down. Then, Constant map an Assignment Name. 
6. Navigate to and expand ON STEP RUN. Under Step Start Flow Type, select SharedFlow. Then, select PICK OR CREATE FLOW TO RUN, and PICK the previously create Flow. 
7. Connect the Form step to the End step. Then, Save the Flow, and if desired, close the Flow Designer. 

Debug

1. Debug the Assigned Form Flow.
2. From the Email Inbox of the Assignee, click the Form_AssignmentURL. 
3. From the resulting Assignment, fill out the Form and click Submit. 
4. Navigate back to the Debugger and verify that the Flow completes as expected.