You can send a form to someone who does not have a Natural HR account by using the workflow step Send existing form (externally) in a Workflow. This will send an email to the recipient containing a link which will allow them to view (only) the content of the form in their web browser - without them needing a Natural HR account.
Because this step sends an existing form, there should also be a Send new form step in the workflow, or the workflow should have been triggered based on the submission of a form.
⚠ Caution ⚠
When doing this, please consider whether the form is likely to contain any sensitive information, and be careful which email addresses you send the form to through the workflow, as you won't be able to recall the email once it has been sent.
If you are logged in as a HR user or administrator, you can access the Workflow Builder through:
Administration > HR > Workflows
Administration > HR > Workflows > Workflows
The below image shows the minimum required steps in a workflow of this type:
In the above workflow:
- Step 1 uses the Send new form step to send a form to the employee's manager for them to complete. This happens as soon as the workflow starts.
- Step 2 uses the Send existing form (externally) to send the completed form from step 1 to the external email address. This happens as soon as step 1 has been completed. When using the Send existing form (externally) step you will need to use the "Form in step" field to choose the step which contains the "Send new form" step. In this example, this is the first step in the workflow:
You will also then need to specify the recipient(s) of the email in the "Recipient(s)" field:
The email that is sent out to the external email address will include your custom text and branding and also a view button.
Clicking the View button opens a read-only view of the the form in the recipient's browser:
A training video on the process of building workflows (in this case, a task workflow) can be found here. A summary of the types of workflows you can build can be found here and a description of all available workflow step types can be found here.