Creating a public link

To create a public link on a template follow these steps:

1. Click on the gear icon to get taken to the Administration panel
   
   
2. The first thing you need to do is make sure that Public Links have been enabled on your instance. You do this by going to the Organisation icon - make sure that "Allow Public Links to create new Folios" is a Yes. 
   
   
3. If you want to attach reference documents to the public link and want the submitter to be able to download those documents, select Yes for that option. This will mean those documents will be publicly available and viewable.
   
   
4.  The next step is to activate the Public Link on the desired Contract Template/s. Click on Folio Templates
   
   
5. Select the Folio Template that you want to create a public link for
   
   
6. Click on the "Public Link" Tab
   
   
7. Then click Activate 
   
   

The Public Link is now active, If you go to the URL then you can start filling it out and submit a Folio record without needing to login, There are however additional settings you might want to change before you send out the link. 

You can click on Show QR Code on the URL to download an QR Code that can be scaned to take you to the Public link. You can also click Copy to copy the URL to your clipboard. This can be published as a hyperlink on the internet, your intranet or sent via email to selected people to complete the form.

You can regenerate the URL at any stage by clicking on the Regenerate URL button under the elipsis. Note, doing this will also regenerate the QR Code

Note: When a Folio is submitted on the Public Link, a PDF of the submission is generated and attached to the attachments tab of the newly created Folio. This allows for a record of the submitted data to be kept.

Public Link Settings

Name	The name is what the user sees on top of the Public Link when they open it, by default it will take the name of the template but you are able to change it however you want. For example you could have Employment Application on the Public Link but internally the Folio template is known as Employment Contract
Kiosk Mode	Kiosk mode enables you to create forms that are automatically reset 5 seconds after a submission, ready for the next person to submit. For example you could use this feature on site, as a Contractor Registration Form, where after a submission the next person sees a button that says “New Registration” (this button will use the name you have specified in point 8), which when clicked shows them a new form.
Folio Title	By default when someone submits a Record using the public link it will set the title of the record to the Name you setup above.  If you click on the Folio title option you can change it to User Defined Doing so will let you pick from the fields on your template, then the title will be made up of the fields you select.  Note that Short text, Long text, Single Select, Multi Select, Numeric and Date/ Time Fields can be used. Additionally fields on a table cannot be used.
Anonymous Submission	You can provide the submitter the option of remaining anonymous. This is useful for whistleblowing on fraud reporting.
Give Submitter option to provide email address	If you choose Yes for Anonymous submission then you will see another option of whether or not to allow an email to be provided.  If you choose Yes then providing an email is optional If you choose No, an email cannot be provided, Save and Return will not be available and all Public Link Notifications will be hidden
Save & Return to Form Later	This feature enables a submitter to save a partially completed form and return to it later to complete. Incomplete forms are stored for 30 days before they are completely removed from Folio. To enable this feature, select the checkbox. To know more about how the feature works click here.
Brand	If you have Brands setup then you can pick a brand from the dropdown, doing so will use that brand's logo on the public link.
Use Brand Colour	If you have setup a Brand Colour on your org screen you can tick this to have the Heading Colour for the Public link always be set to that colour. If you have specified a brand it will be set to that brands colour.  If you set this to no then you will be able to modify the colour below.
Colour	The Colour of the header on the Public Link

Public Link Notifications

These are the settings you have in regards to the Emails that are sent to both the person filling in the form and your Folio Users. 

Send Confirmation Email to Submitter	If enabled an email will be sent to the submitter's email address. An PDF of the record will also be sent in this email.
Confirmation Text	Clicking on this will let you customise the body of the email that is sent to the submitter. You are able to include links or images in the body.
Send Confirmation MergeDocs to Submitter	If your template has a MergeDoc setup then you can choose to send one along with the confirmation email to the submitter, it will also save a copy of the merged document on the Attachments tab of the Folio record.
MergeDocs	If youve enabled the send confirmation then you can choose the MergeDoc that you want to send here
Send Rejection Notification to Submitter	If enabled the submitter will recieve an notification if their submission was rejected in the first stage or when it has been closed.
Rejection Notification Text	Clicking on this will let you customise the body of the email that is sent to the submitter when the public link is rejected by the approver in the first stage.
Option ot Send Back to Submitter	If enabled then users will have the option on records that have been submitted via the public link to send the form back to the submitter, they can attach a note and then the user is able to update the values on the forms before it begins the workflow again. Please note that the submitter will see the values in the fields which may have changed since it was submitted.
Send Closed Notification to Submitter	If enabled then an notification will be sent to the submitter when the Folio record they submitted is closed.
Closed Notification Text	Clicking this will let you customise the body of the email that is sent to the submitter when the record they submitted is closed
Send Email Notification to Approver and Person Responsible	If you want the person responsible to receive an email notification of the form having been submitted, select yes under the Send Email Notification to Approvers & Person Responsible heading. If No is selected the person responsible will not get a notification about the Folio being made, and if there are approvers in the first stage they will not receive any email about the Folio being submitted for approval (only for the first stage):