How do I activate and set up a Public Link in my Registers & Forms Template?

Owned by Nicola Inglis
Last updated: May 26, 2020
3 min read

A 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 review.

It is commonly used for the following purposes:

  1. 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;
  2. 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:

  1. Enable the function within your Assurance Instance
  2. Enable the function within your Register or Form - steps below
  3. Share the public link with your external users, clients or internal staff (also see Launchpads)


Step-By-Step Guide


  1. Click on the Gearwheel at the top right of your Assurance Screen and select Registers & Forms Templates.

  2. Click on the name of your Template.

  3. Click on the Public Link tab and click Activate.
    Links can be Deactivated or the URL Regenerated at any time.


Video Guide





Once activated further set up of the public link is needed.

Public Link Settings

  • 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 copied and published as a hyperlink on the internet, your intranet or sent via email for Submitters to complete the form.
  • Registers & Forms Title - 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 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.



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