Anonymous Start Task (eForms) 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

(Example) Use Anonymous Authentication in a Process-Based App
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.

Prerequisites

A process-based app.
To configure anonymous access in a form based app Refer to Anonymous eForm Access screen.
Several actions are required before you can use this activity. For more information, refer to (Example) Use Anonymous Authentication in a Process-Based App.

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:
- Anonymous forms are enabled by default.
- The only accepted participant is an anonymous form user.
- The Auto Complete activity property is set to True. This means the first time a task is entered at runtime, it is automatically marked as Completed.
- The Submit Step activity properties is set to True. This means that the activity starts the process.
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.
This section shows the configuration settings on the configuration screens for this activity. Other configuration settings apply to human task activities. For more information, refer to:
If you have questions about the security impacts or best practices for anonymous forms, contact AgilePoint Professional Services.

How to Start

Open Process Builder.
For information about how to open this screen, refer to Process Builder.
In Process Builder, in the Activity Library, open the eForms tab.
On the eForms tab, drag the Anonymous Start Task activity onto your process.

Procedure

On the Start Task Configuration screen, do one of these:
- Select the form that exists.
- Create a new task form.
  1. Click Add New Form.
  2. Complete the fields on the Form Details screen.
    For more information, refer to Form Details screen.
Click General Configuration .
Complete the fields on the General Configuration screen.
Click Anonymous Access .
Complete the fields on these screens.
For more information, refer to (Example) Use Anonymous Authentication in a Process-Based App.
(Optional) When the task changes status, you can send notifications using e-mail, Viva Engage, Salesforce Chatter, or SMS:
- To send an email notification, click Advanced > Email Notifications .
  For more information, refer to Email Notifications screen (Process Activities).
- To send a notification with Yammer, click Advanced > Yammer Notifications .
  For more information, refer to Viva Engage Notifications screen.
- To send a notification with Salesforce Chatter, click Advanced > Chatter Notifications .
  For more information, refer to Chatter Notifications screen.
- To send a notification with SMS, click Advanced > SMS Notifications .
  For more information, refer to SMS Notifications screen.

Form Details screen

Creates a human task form for an app.

How to Start

App Builder

Click App Builder.
On the App Explorer screen, click [App Name] > Processes > [Process Name] > Forms > Task Forms.
Click New.

Process Builder

Open Process Builder.
For information about how to open this screen, refer to Process Builder.
In Process Builder, in the Activity Library, drag any human task activity onto your process.
On the eForm Configuration screen, click Add New Form.

Form Details screen

Configures a human task form.

Fields

Field Name	Definition
Form Name	Description: A name for the form. Allowed Values: One line of text (a string). Accepted: Letters Numbers Spaces Default Value: None Accepts Variables: No Example: Refer to: (Example) Create an eForm to Start the Process (Create Absence Request) (Example) Create an eForm (Set Available Leave Hours) (Example) Create an eForm (Manager Approval)
Form Description	Description: A description for the form. Allowed Values: More than one line of text. Default Value: None Accepts Variables: No
Next	Opens this Screen: Choose Form Layout screen Function of this Screen: Lets you choose the layout for the form.

Choose Form Layout screen

Lets you choose the layout for the form.

Fields

Field Name	Definition
Form Layouts	Description: Lets you choose a form layout to create a new form. Allowed Values: Blank Form - Lets you create a new form using blank form layout. Existing Form - Creates a new form using a form that exists in the app as a template. Default Value: Blank Form

General Configuration

Specifies the general information for the Anonymous Start Task activity.

Fields

Field Name	Definition
Display Name	Description: Specifies the activity name that shows in your process. Allowed Values: One line of text (a string). Accepted: Letters Numbers Spaces Default Value: None Accepts 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	Description: Specifies an optional text description for your activity. Allowed Values: More than one line of text. Default Value: None Accepts Variables: No
Time To Complete	Description: 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. Allowed Values: A number of minutes, hours, days, or weeks. Default Value: 1 Day Accepts Variables: Yes
Priority	Description: Specifies the importance of a task. Allowed Values: High - Specifies a high priority task. A high priority task shows High icon. Normal - Specifies a normal priority task. A normal priority task shows Normal icon. Low - Specifies a low priority task. A low priority task shows Low icon. Default Value: Normal Accepts Variables: Yes

Anonymous eForm Access > Anonymous Access tab

Specifies an access token for anonymous authentication.

Prerequisites

Add access rights to a role to create anonymous forms.
Create an access token for anonymous authentication.

Fields

Field Name	Definition
Anonymous Access Name	Description: Specifies the name of the anonymous authentication. This name is used to create a URL for the anonymous form. This is not a display name, and it does not show in other places in AgilePoint NX. Allowed Values: One line of text (a string). Accepted: Letters Numbers Spaces Default Value: None Accepts Variables: No Example: Refer to: (Example) Use Anonymous Authentication in a Form-Based App (Example) Use Anonymous Authentication in a Process-Based App
Access Token	Description: Specifies the access token that connects to AgilePoint NX. Default Value: None Accepts Variables: No Example: Refer to: (Example) Use Anonymous Authentication in a Form-Based App (Example) Use Anonymous Authentication in a Process-Based App
Generate	Function: Gives the URL for the anonymous form. This URL can be used to access and complete an eForm with anonymous authentication at runtime. Example: Refer to: (Example) Use Anonymous Authentication in a Form-Based App (Example) Use Anonymous Authentication in a Process-Based App
Delete	Function: Deletes the selected connections in the Schema Mapper for this activity.
View	Description: Shows the URL for the anonymous form. Example: Refer to: (Example) Use Anonymous Authentication in a Form-Based App (Example) Use Anonymous Authentication in a Process-Based App
Finish	Description: 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.

Prerequisites

Add access rights to a role to create anonymous forms.
Create an access token for anonymous authentication.

Fields

Field Name	Definition
Base URL	Description: Specifies the AgilePoint Portal Instance URL. You can also specify a proxy or external URL to expose the form externally. Allowed Values: A valid Portal Instance URL. Default Value: The Portal instance URL for your AgilePoint NX tenant. The default portal instance URL is the same as the portal instance URL on the Tenant screen. Example: Refer to: (Example) Use Anonymous Authentication in a Form-Based App (Example) Use Anonymous Authentication in a Process-Based App
Parameter	Description: 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. Allowed Values: A query string parameter. Default Value: WID Accepts Variables: No
Value	Description: Shows the value for the query string parameter. You can not change the default parameter and its value. Allowed Values: A value for parameter. Default Value: The name of your process model. Accepts Variables: No Example: Refer to: (Example) Use Anonymous Authentication in a Process-Based App
Add	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	Function: Deletes the row.
Generate	Function: Gives the URL for the anonymous form. This URL can be used to access and complete an eForm with anonymous authentication at runtime. Example: Refer to: (Example) Use Anonymous Authentication in a Form-Based App (Example) Use Anonymous Authentication in a Process-Based App
Update	Description: 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	Description: Shows the URL for the anonymous form. Example: Refer to: (Example) Use Anonymous Authentication in a Form-Based App (Example) Use Anonymous Authentication in a Process-Based App
Finish	Description: 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.

Prerequisites

Add access rights to a role to create anonymous forms.
Create an access token for anonymous authentication.

Fields

Field Name	Definition
IP From	Description: Specifies the lowest IP address that can open the eForm. If this field is blank, it allows all IP addresses to access an eForm. Allowed Values: A valid IP address. Default Value: None Accepts Variables: Yes Example: 192.168.88.1
IP To	Description: Specifies the highest IP address that can open the eForm. If this field is blank, it allows all IP addresses to access an eForm. Allowed Values: A valid IP address. Default Value: None Accepts Variables: Yes Example: 192.168.88.98
Generate	Function: Gives the URL for the anonymous form. This URL can be used to access and complete an eForm with anonymous authentication at runtime. Example: Refer to: (Example) Use Anonymous Authentication in a Form-Based App (Example) Use Anonymous Authentication in a Process-Based App
Update	Description: 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	Description: Shows the URL for the anonymous form. Example: Refer to: (Example) Use Anonymous Authentication in a Form-Based App (Example) Use Anonymous Authentication in a Process-Based App
Finish	Description: Saves the configuration and closes the screen.

Anonymous eForm Access > Security > Restrict APIs tab

Prevents unauthorized access by allowing only APIs on your whitelist to make API calls to or from your anonymous form. If an API is not on the whitelist, and it tries to make calls against the anonymous form, an error message shows.

Prerequisites

Add access rights to a role to create anonymous forms.
Create an access token for anonymous authentication.
AgilePoint NX OnDemand (public cloud), or AgilePoint NX PrivateCloud or AgilePoint NX OnPremises v8.0 or higher.

Fields

Field Name	Definition
Enable API Whitelisting	Description: Specifies whether to enable the API whitelisting to make changes to the APIs. Allowed Values: Selected - Enable the API whitelisting to add the APIs to make API calls to or from the anonymous form. Deselected - The APIs are not whitelisted, and changes are not permitted. Default Value: Deselected Example: Refer to: (External) Restricting API Access for Anonymous Forms
Show All APIs	Description: Specifies whether to show the required APIs in the API's whitelist. AgilePoint NX creates the APIs by default that are required for the anonymous form. You cannot delete these APIs. Allowed Values: Selected - Shows the required APIs in the API's whitelist. Deselected - Shows the APIs that are retrieved from the anonymous form or that you added in the API's whitelist. Default Value: Deselected Example: Refer to: (External) Restricting API Access for Anonymous Forms
Start Capturing APIs	Function: Opens the anonymous form in the preview window where you can run the rules to activate the APIs that are used on the form. The system captures and records the APIs as they are activated, and adds them to the whitelist. Only the APIs you activate by interacting with the form will be added to the whitelist. add the APIs in the APIs whitelist to give the access to users. Thus, it is possible to have APIs embedded in the form an anonymous user cannot activate when they use the form. Example: Refer to: (External) Restricting API Access for Anonymous Forms
Stop Capturing APIs	Function: Stops the process of capturing the APIs that are used on the anonymous form. After the capturing ins complete, the captured APIs are added to the whitelist, so the form can access them. Example: Refer to: (External) Restricting API Access for Anonymous Forms
Generate	Function: Gives the URL for the anonymous form. This URL can be used to access and complete an eForm with anonymous authentication at runtime. Example: Refer to: (Example) Use Anonymous Authentication in a Form-Based App (Example) Use Anonymous Authentication in a Process-Based App
Delete	Function: Deletes the selected connections in the Schema Mapper for this activity.
View	Description: Shows the URL for the anonymous form. Example: Refer to: (Example) Use Anonymous Authentication in a Form-Based App (Example) Use Anonymous Authentication in a Process-Based App
Finish	Description: Saves the configuration and closes the screen.

Anonymous eForm Access > Security > Restrict System Tokens tab

Prevents the anonymous form from using specified system data variables. .

This option can prevent sensitive information from showing on an eForm.

Figure: Anonymous eForm Access > Security > Restrict System Tokens tab

Prerequisites

Add access rights to a role to create anonymous forms.
Create an access token for anonymous authentication.
AgilePoint NX OnDemand (public cloud), or AgilePoint NX PrivateCloud or AgilePoint NX OnPremises v8.0 or higher.

Fields

Field Name	Definition
Exclude Selected System Tokens	Description: Specifies whether to show the system data variables that are used in anonymous forms at runtime. This option can prevent sensitive information from showing on an eForm. Allowed Values: Selected - Shows the list of system data variables. You can select the system data variables from the list that you do not want to resolve in anonymous forms at runtime. Deselected - The anonymous form field shows the resolved values for all system data variables at runtime. Default Value: Deselected
Excluded System Tokens	Description: Specifies whether to select all system data variables. To Open this Field: On the Security tab, in the Restrict System Tokens tab, select Exclude Selected System Tokens. Allowed Values: Selected - Selects all system data variables. Deselected - Lets you select specific system data variables. Default Value: Deselected
Search By Token Name	Description: Searches the specified system data variable. To Open this Field: On the Security tab, in the Restrict System Tokens tab, select Exclude Selected System Tokens.