UNDER CONSTRUCTIONA
public link allows people who are not Assurance users to complete fields in a form (incident, complaint, risk, etc) and submit it to the person responsible to reviewLaunchpads allow you to aggregate several public link registers and forms into a single page, and then make this page available to your Assurance users.
It is commonly used for the following purposes:
- To create a Safety Incident Form which employees/customers outside of the organisation can complete and then is managed by key Assurance users within the workflow stages;
- To Report a Risk, Report a Hazard or Maintenance Request to go through to the Manager to assess.
To set up a public link there are three steps:
- Enable the function within your Assurance Instance
- Enable the function within your Register or Form - steps below
- Share the public link with your external users, clients or internal staff (also see Launchpads)
if the organisation has several different Incident and Complaint forms.
Step-By-Step Guide
- Click on the Gearwheel at the top right of your Assurance Screen and select Registers & Forms TemplatesLaunchpads.
- Click on the name of your Template.
Click on the Public Link tab +Create Launchpad. - Enter the Title or Name of your Launchpad and click Activate.
Links can be Deactivated or the URL Regenerated at any time.
Video Guide
Once activated further Further set up of the public link Launchpad is needed.
Public Link Settings
Public Link Notifications
- Send Confirmation Email to Submitter - this provides the Submitter with a customised Confirmation Email. It will also include a copy of the completed form as a PDF.
- Confirmation Text - this is the text that will appear in the Confirmation Email and can include hyperlinks.
- Send Confirmation MergeDocs to Submitter - a MergeDoc can be sent to the Submitter and a copy of the document will be attached to the form.
- MergeDocs - selects the MergeDoc required.
- Send Rejection Notification to Submitter - this provides the Submitter with a customised Rejection email.
- Rejection Notification Text - this is the text that will appear in the Rejection Notification and can include hyperlinks (eg referring them back to the form for re-submission).
- Option to Send Back to Submitter - this allows the Person Responsible or manager of the Form to ask the Submitter to provide more information (Note: this requires that the Submitter provide an email address).
- Send Closed Notification to Submitter - this provides the Submitter with a customised Closed Form email.
- Closed Notification Text - this is the text that will appear in the Closed Notification and can include hyperlinks
- Send Email Notification to Approvers & Person Responsible - this provides the Approvers and Person Responsible with an email notification that a form has been submitted.
- Name - this can differ from your internal Template Name (eg Employment Application on the Public Link but internally the template is known as Employment Contract).
- URL - this can be published as a hyperlink on the internet, your intranet or sent via email for Submitters to complete the formTitle - Launchpad name can be edited at any time.
Description - This is optional and can be provide explanation of the information on the launchpad.
Status - Active/Inactive for launchpad availability to Assurance users.
Registers & Forms Title Template Public Links - the mandatory Title field can be populated two ways:- Default Public Link Name - the Registers & Forms Template Name.
- User Defined - Auto-generated based on fields within the form (eg Name of Person Injured - Student's Year - Type of Injury would show as John Citizen - Year 10 - Sprain). Note - certain fields cannot be used, such as attachments and fields that are in a table.
- Anonymous Submission - provides the submitter the option of remaining anonymous. This is useful for whistleblowing and fraud reporting. There is also the option for the Submitter to provide an email address.
- Save & Return to Form Later - This enables a Submitter to save a partially completed form and return to it later. Incomplete forms are stored for 30 days before they are completely removed from Assurance.
- Colour - the colour of the top border can be matched to your business branding.
- public links of templates to be included.
Note: only the templates that have an Active Public Link will show on the Launchpad.
You can rearrange the order of the templates by clicking and dragging the 3 dots to the left of the template name. You can remove a template by selecting the x:
You can view the details of a created Launchpad by clicking on its name. This will take you to the details page for that Launchpad, where you can edit the name, description, status and the templates that are used:
This page also gives you the URL for the Launchpad. If you would like to publish this URL elsewhere such as your own intranet then you can click on Copy to copy the URL. Or if you want to view the Launchpad you can select Go to Launchpad to open it in a new tab:
You can click anywhere on a box to be taken to that form, which you can then fill out and submit:
Video Guide
eg incident and complaint reporting/forms