Temporary Users

Overview

Temporary Users are users who are external to the SmartIQ user base, also known as Guest or Anonymous users. They interact with forms on an ad-hoc basis either by saving and resuming an incomplete form or being assigned a specific task within a bigger workflow. A Temporary user must need at least an email address to receive an access code to progress in their assigned forms.

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Access Code

Access Codes do not expire. Temporary users can not use access codes after form has been submitted/workflow finished.

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Interface Feature Availability

Logging in as a Temporary user available using Produce web interface only.

Temporary users exist only for the lifetime of the form or workflow they have been created for.

Specifically, there are three ways a Temporary User can be created:

1. Save and Resume a partially complete form as a guest user. This generates an access code which is emailed to the now temporary user. This temporary user can then resume the form at a later stage by providing the received access code.
2. Assigned a task within a workflow. This sends an email allows with instructions and an access code to the assigned workflow task.
3. Reassign the in progress form to a temporary user. This allows to reassign an in progress form to temporary user by providing the recipient name and email.

Note that this means that a temporary user can only exist in the start state when the user is saving it. Also, a task cannot be assigned to a temporary user via the Prepare Form API endpoint. It will need to be done via a workflow transition.

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Note:

This functionality requires a licensed "Temporary User Save" module, check your licencing page to ensure this has been configured in your environment.

Access code generation

SmartIQ offers two methods of generating access codes for Temporary User access, these are [Autogenerated] and Question Reference.

Autogenerated codes are 6-character sequences chosen from the English alphabet's consonants and the digits 1 to 9. They are checked for uniqueness during generation. This is the recommended method of code generation for general use.

Question Reference allows the designer to construct their own access codes within the form (such as by fetching a value from a Data Source and concatenating it with another value). No uniqueness check is performed for codes generated by this method, so care should be taken to avoid duplicate values. As mentioned above, auto-generation is the recommended method.

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Note:

As a security measure and part of the purpose of Temporary User verification, access codes cannot be provided in a URL. There is always a login step.