Public Links in Folio allow anyone with the link to create Folios. The create link for signed in users gives you all the benefits of a public link but requires the user to sign in before creating the Folio. The user doesn't need create rights to the template and could even be a lite user. This feature is ideal for incidents, feedback and contract requests where you want the user to be an authenticated Folio user before they fill out a form.
When a user tries to access a Create Link they will first be asked to sign in to their Folio account before they can continue. This way the creator will be authenticated before they can create a record, and their user account details can be used to pre-fill some of the fields using the user detail pre-population feature.
Making a Create Link for Signed in Users
Create Link for Signed in Users - Full User
Create Link for Signed in Users - Lite User
Making a Create Link
To make a Create Link for signed in users, first navigate to the Folio Template that you want to make the link for, then on the Details tab open up the Settings section:
Then change the setting under Create Link for Signed in Users to Yes:
This will generate a URL below, which can be used to access the Create Link for this template:
This link can be copied or the QR code can be downloaded as a PNG, and they can then be shared, posted to your intranet, or can be used as part of a Folio Launchpad.
Pre-populate User Details
You can pre-populate the creator's user details on a Folio to do this navigate to the option Pre-populate User Details in Folio Fields. Switch this option to Yes:
A table will now appear that maps Folio Fields to a User Fields. This means that you map a field on the form that is being filled out, to one on the users account, and then this field will be pre-filled when the user opens the form based on their account details.
The user details will be mapped as at the date the the Folio was created. If the user details change after the Folio was created these changes will not reflect.
The User will be able to edit any pre-populated fields unless the visibility of these fields is set to Read Only.
To add a new mapping click on the blue + button, then select the fields that you want to map:
Then click the tick on the right side and the mapping will be added Repeat this for every field that you want mapped:
To remove a mapping click on the bin icon next to the mapping that you want removed.
Create Links - Full User
The create link can be published to users on your intranet, a website or via a Folio launchpad. When a full user accesses a create link they will first be asked to sign in. Once they have signed in they will be taken to the Create page for the form, with any pre-populated fields already filled in:
When submitting the form the user has three options:
- Submit: Submit the form to the system.
- Submit and New: Submit the form to the system and open up a new form.
- Save as Draft: Submit the form as a draft. This uses Folios Draft feature and allows the user to invite others to collaborate on the draft, both full and lite users.
Create Links - Lite User
The create link can be published to users on the intranet, a website or via a Folio launchpad. When a lite user accesses a create link they will first be asked to sign in. Once they have signed in they will be taken to the Create page for the form, with any pre-populated fields already filled in:
When submitting the form the user has three options:
- Submit: Submit the form to the system.
- Submit and New: Submit the form to the system and open up a new form.
- Save as Draft: Submit the form as a draft. This uses Folios Draft feature and allows the user to invite others to collaborate on the draft, but only lite users from the same organisation. This means only lite users that are attached to the same entity, or to contacts on that entity. Full users and lite users not connected to that entity cannot be invited.