User-triggered workflows

If you want external user to access your workflows, you have three options to set it up:

• Create a public form
• Create a user portal
• Create a step and assign it to an external user

Create a public form

Use a public form when you want anyone with a link to be able to complete a form and start a workflow. The form is normally the first step of the workflow, and can be easily accessed by scanning a generated QR code or a link. That's why it's a good solution anywhere where users use mobile devices and use the form to quickly log sth (an issue in a warehouse or a car failure).

Set up a public form

1. In your Next Matter portal, click Workflows.
2. Click Create new > Create a new workflow.
3. Enter the workflow name and click Create.
4. Click Add step > Form and create a new form. Assign it to the User triggering the workflow. This will be the form the external user will see.
5. Click the start step under the workflow overview.
6. In the Workflow start options, click Public form.
7. In Form configuration, click Use first step as public form.
8. Enter the instance name.

You can send the user the link available in Public form link or generate and send a QR code. You can also place the QR code on your website so that it's available for any customer who wants to partner with you.

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You can generate an external portal link that will automatically create data references. For details, see Pass meta information.

If you want to pass the information to another workflow, see Send data to an instance step.

Create a portal

Portals are a good solution when you want to share multiple workflows with a number of users. You create a user hub, add workflows you want to share, and send the link to whoever needs access.
You can share portals with teams, colleagues or light users (users who have access to portals and their inbox and require a Next Matter account with a light user role).

For details, see Portals.

Create a form step and assign it to an external user

If you want to send an external user a form they can fill in as part of the workflow, you can also create a form step and assign it to an external user. Then create an email to the user and use data references to ink the created Public URL to the form. This way the user will be able to click the link and open the form without logging in.

You can use this solution in combination with the webhook trigger, when a customer logs a ticket, and the customer email address is automatically extracted and used to send a confirmation email with an additional form to fill in.

Watch a summary video