Anonymous Start Task (eForms) activity

An activity that lets a runtime app user complete an eForm that starts a process with no authentication to AgilePoint NX.

The eForms Start Task activity specifies the participant for your task as the process initiator. You can also specify anonymous access for a Start Task activity. However, for the Anonymous Start Task activity, the participant is specified with the Anonymous Access settings, and you can not add any participants that are not anonymous.

Use an Anonymous Start Task activity only if this is the first activity in your process. If you have other activities before the form, use the Anonymous Standard Task (eForms) activity.


Anonymous Start Task activity

Configure the Anonymous Start Task (eForms) activity

To configure the Anonymous Start Task (eForms) activity, do the procedure in this topic.

Video: Create Your First eForm

Examples

Prerequisites

Good to Know

  • In most text fields, you can use process data variables as an alternative to literal data values.
  • In this activity these settings are configured by default:
  • To enforce strict security, AgilePoint highly recommends you use anonymous forms for data entry only, and avoid using lookups that connect to your backend systems.

    However, the decision whether to use lookups in anonymous forms is based on your business requirements. If your requires you to use a lookup to backend system, make that design choice as necessary.

  • If you have questions about the security impacts or best practices for anonymous forms, contact AgilePoint Professional Services.

How to Start

  1. On the Application Explorer screen, do one of these:
  2. Do one of these:
    • Add an activity:
      1. In the Process Builder, in the Activity Library, open the eForms eForms icon tab.
      2. On the eForms eForms icon tab, drag the Anonymous Start Task (eForms) Anonymous Start Task icon activity onto your process.
    • Change an activity:
      1. In your process, double-click your activity.

Procedure

  1. On the Start Task Configuration screen, do one of these:
  2. Click General Configuration General Configuration icon.
  3. Complete the fields on the General Configuration screen.
  4. Click Anonymous Access Anonymous Access icon.
  5. Complete the fields on these screens.
    1. Anonymous eForm Access > Anonymous Access tab.
    2. Anonymous eForm Access > URL tab.
    3. Anonymous eForm Access > Firewall tab.

    For more information, refer to (Example) Use Anonymous Authentication in a Process-Based App.

  6. (Optional) ​When the task changes status, you can send notifications using e-mail, Yammer, Salesforce Chatter, Skype for Business, or SMS:

Form Details screen

Configures a new human task form.

Figure: Form Details screen

Form Details screen

Fields

Field Name Definition

Form Name
Function:
A name for your form.
Accepted Values:
One line of text that can have spaces.
Default Value:
None
Accepts Process Data Variables:
No
Example:
Refer to:

Form Description
Function:
A description for your form.
Accepted Values:
More than one line of text.
Default Value:
None
Accepts Process Data Variables:
No

Next
Opens this Screen:
Choose Form Layout screen
Function of this Screen:
Lets you choose the layout for your form.

General Configuration

Specifies the general information for the Anonymous Start Task activity.

Figure: General Configuration screen

General Configuration screen

Fields

Field Name Definition

Display Name
Function:
Specifies the activity name that shows in your process.
Accepted Values:
One line of text that can have spaces.
Default Value:
None
Accepts Process Data Variables:
No
Example:
This is a common configuration field that is used in many examples. Refer to:
  • Examples - Step-by-step use case examples, information about what types of examples are provided in the AgilePoint NX Product Documentation, and other resources where you can find more examples.

Description
Function:
Specifies an optional text description for your activity.
Accepted Values:
More than one line of text.
Default Value:
None
Accepts Process Data Variables:
No

Time to Complete
Function:
Specifies the maximum amount of time that should be allowed for the completion of the task associated with this activity before it is considered Overdue. This is a combination of a number of minutes, hours, days, or weeks.
Accepted Values:
A number of minutes, hours, days, or weeks.
Default Value:
1 Day
Accepts Process Data Variables:
Yes

Priority
Function:
Specifies the importance of a task.
Accepted Values:
  • High - Specifies a high priority task. A high priority task shows High High icon icon.
  • Normal - Specifies a normal priority task. A normal priority task shows Normal Normal icon icon.
  • Low - Specifies a low priority task. A low priority task shows Low Low icon icon.
Default Value:
Normal
Accepts Process Data Variables:
Yes

Anonymous eForm Access > Anonymous Access tab

Specifies an access token for anonymous authentication..

Figure: Anonymous eForm Access > Anonymous Access tab

Anonymous Access tab

Prerequisites

Fields

Field Name Definition

Anonymous Access Name
Function:
Specifies the name of the anonymous authentication.
Accepted Values:
One line of text that can have spaces.
Default Value:
None
Accepts Process Data Variables:
No
Example:
Refer to:

Access Token
Function:
Specifies the access token that connects to AgilePoint NX.
Default Value:
None
Accepts Process Data Variables:
No
Example:
Refer to:

Generate
Function:
Gives the URL for your anonymous form.

You can use this URL to access and complete an eForm with anonymous authentication.

Example:
Refer to:

Delete
Function:
Deletes the selected connections in the Schema Mapper for this activity.

View
Function:
Shows the URL for your anonymous form.
Example:
Refer to:

Finish
Function:
Saves the configuration and closes the screen.

Anonymous eForm Access > URL tab

Specifies your proxy or external URL to show your eForm to anonymous form users. You can also add your own query string parameters to show form controls completed with the values for the query string parameter.

Figure: Anonymous eForm Access > URL tab

URL tab

Prerequisites

Fields

Field Name Definition

Base URL
Function:
Specifies your NX Portal instance URL. You can also specify your proxy or external URL to expose your form externally.
Accepted Values:
A valid portal instance URL.
Default Value:
Your portal instance URL.

The default portal instance URL is the same as the portal instance URL on the Tenant Settings.

Example:
Refer to:

Parameter
Function:
Shows the query string parameter. You can not change the default parameter and its value. You can specify your own query string parameters and values. This shows the specified values on your eForm.
Accepted Values:
A query string parameter.
Default Value:
WID
Accepts Process Data Variables:
No

Value
Function:
Shows the value for the query string parameter.

You can not change the default parameter and its value.

Accepted Values:
A value for parameter.
Default Value:
The name of your process model.
Accepts Process Data Variables:
No
Example:
Refer to:

Add Add icon
Function:
Creates a row to specify your own query string parameter and its value.

You can send this query string parameter to your form.

Delete Delete icon
Function:
Deletes the row.

Generate
Function:
Gives the URL for your anonymous form.

You can use this URL to access and complete an eForm with anonymous authentication.

Example:
Refer to:

Update
Function:
Saves the values in the configuration fields in the URL and Firewall tab.

Delete
Function:
Deletes the selected connections in the Schema Mapper for this activity.

View
Function:
Shows the URL for your anonymous form.
Example:
Refer to:

Finish
Function:
Saves the configuration and closes the screen.

Anonymous eForm Access > Firewall tab

Specifies an IP address range to limit the access of an anonymous form.

Figure: Anonymous eForm Access > Firewall tab

Firewall tab

Prerequisites

Fields

Field Name Definition

IP From
Function:
Specifies the lowest IP address that can open your eForm.

If this field is blank, it allows all IP addresses to access an eForm.

Accepted Values:
A valid IP address.
Default Value:
None
Accepts Process Data Variables:
Yes
Example:
192.168.88.1

IP To
Function:
Specifies the highest IP address that can open your eForm.

If this field is blank, it allows all IP addresses to access an eForm.

Accepted Values:
A valid IP address.
Default Value:
None
Accepts Process Data Variables:
Yes
Example:
192.168.88.98

Generate
Function:
Gives the URL for your anonymous form.

You can use this URL to access and complete an eForm with anonymous authentication.

Example:
Refer to:

Update
Function:
Saves the values in the configuration fields in the URL and Firewall tab.

Delete
Function:
Deletes the selected connections in the Schema Mapper for this activity.

View
Function:
Shows the URL for your anonymous form.
Example:
Refer to:

Finish
Function:
Saves the configuration and closes the screen.