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Configuring public forms in InForm
Who is this article for?Administrators who want to learn how to configure public forms.
Administrators permissions are required.
Within InForm administrators can designate any form template as being public, allowing people who are not logged in to complete the form via a provided link. This is useful for surveys and site entry/visitor registration forms, plant inductions and employment or supplier enquiries. The person completing the form does need a user account.
1. Introduction
Video: Introduction to Public Forms
Public forms allow non-logged-in users to submit data while maintaining access for logged-in users. Key points:
- Accessibility: Public forms require a specific link or QR code for access.
- Dual Functionality: Forms can serve both public and internal users simultaneously.
- Data Storage: All submissions are stored in Lucidity InForm, regardless of user type.
- Public User Limitations: Some features differ for public users.
- Security Considerations: Be cautious with data sources in public forms to protect sensitive information.
To enable public access:
- Mark the form template as available for public completion.
- Obtain and share the public link or QR code.
Note: Consider data privacy when using company-wide data sources in public forms.
2. Making a form public
To set a form as public, from the Form Admin page:
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Create a new form or click Actions on an existing form to be set to public.
- Open the Admin screen.
- Tick the Public Enabled checkbox.
- Tick the Public attachment enabled checkbox if attachments are required to be uploaded.
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Click Save to allow Lucidity to create the QR code and the public link.
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Re-open the form to the Admin page, and the QR code and link will be available.
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This link can be shared in 2 ways:
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Copy the URL by right clicking the link and selecting Save Link As. The link is useful to share via emails or other documentation.
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Copy the QR code by right clicking and selecting Save Image As. This image can be printed and displayed as required.
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3. Cancelling the public link
Once a form has been set to public, it can be set back to being for logged in users only if required.
To cancel a public link, from the Form Admin page:
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Open the Admin page of the form to be set back to private.
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Uncheck the Public enabled checkbox.
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Save the form.
The public link is no longer active. The link can be enabled again if required by reversing these steps.
4. Specifying a project
To automatically assign a project to public form submissions:
- Obtain the public form URL from the form admin page.
- Find the desired project ID in the Access module.
- Append "?project_id=[ID]" to the URL.
Example:
Original URL: https://demo.luciditysoftware.com.au/inform/public/fill/_/a054f5401f8b419a98bc7bf3ecc05031
Modified URL (Project ID 5): https://demo.luciditysoftware.com.au/inform/public/fill/_/a054f5401f8b419a98bc7bf3ecc05031?project_id=5
Share this modified link or convert it to a QR code. All submissions through this link will be automatically associated with the specified project, facilitating project-based reporting without visible project selection for users.