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Contributed on December 16, 2015

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Public Forms

Blog: Flokzu

One of the key steps in creating your process is the definition of the form. You can create a Public Form to share with people outside your organization or those who don’t have access to Flokzu. By creating Public Forms, anyone can fill in the form fields and thus start a process in Flokzu.

A Public Form will include those fields visible in the document creation step. You can share the form on your web site or via e-mail using the public URL or inserting an embedded code. To display the public URL or code, simply activate the check box in the Process Settings tab:

What do Public Forms look like?

Note that you can attach files of any kind to the Public Form.
The button shown at the end of the form will be the button defined in the first step of your process.

What are Public Forms useful for?

This feature is ideal for processes involving external stakeholders (customers, suppliers, etc.) that need to be managed individually. With Public Forms you can track every document individually and differentiate their flow.

Some examples are:

• Receiving complaints and suggestions
  You can publish the form in your website or share it on your social networks to build a direct channel between you and your customers and track their needs.
• Selection process
  If your organization wants to recruit new employees, you can share the form to provide an easy way to apply. This will also facilitate the selection process, because you won’t receive any more CVs via email. You can also set minimum standards to automate the selection process. For example: if a requirement is that the applicant has more than five years of experience, you can set a condition in your process so that only those applicants who meet that requirement continue to the next step of the workflow.
• Requests for Quotation (RFQ)
  The customers can select the product/service they are interested in and initiate a RFQ process.
• Queries that must be revised 1 to 1
  A clear example is the insurance industry, which must provide a form to collect queries.
• Applications to academic programs
  Once the Public Form is completed, the evaluation process begins.

It’s also ideal for organizations where most employees only start procedures and create documents/work orders. This is because you don’t need to invite these users into your account, should familiarize themselves with the tool. Simply share the Public Form with them and they can initiate procedures by completing the predefined fields.

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