Form - External File Upload

1 Overview

It is possible to allow people to upload a file externally into a bxp record. This is managed through a question type in bxp and an outcome which generates a special link.

This article discusses the uses and setup of this question type.

2 Uses

When someone has access to bxp it is possible to use the "Upload Document" button in bxp. However if someone else needs to provide a document but does not have a login to bxp then management becocmes a bit more awkward.

Using a Human Resources scenario. You advertise a job and manage the records in a bxp form. You need the person to provide Driver's licence. You could have them email in. Then someone in your team needs to attach the file to the correct record. it would be far easier if the external person could just upload the PDF or the image directly into the record reducing internal administrative tasks.

If you have a security or quality process where people need to provide information / documentation. You need to easily see what has and hasn't been uploaded. Although the contact history provides a storage engine reporting for specific types of documents is required.

If you have a team of managers who are distributed and you need them to upload their reports to a central management system which can be easily reported on. Each can be given a link to upload to and a group email sent.

Time to use External File Upload

3 Setup

3.1 Adding questions to the form

In a form add a question for each type of document you need. Question - Add > Complex - External File Upload. So if we need photo id, a driver's licence and a VISA for a work permit, you would add three questions to the form.

In this example we have added two EFU questions.

Please note the wording of the question and notes on each item.

3.2 Set up the outcome to process the engine

In an outcome, you're going to email externally to the person. In the body of the email will be a link that will allow them to upload the document to that record.

--EFU#XXX--

XXX is the intCDD_X_Id of the question. This information is available from Field Mapping. The Id number is at the end of the question. It will be the same number for all the EFU fields.

In the body of your HTML email you can put the code and the unique URL will be generated in that place.

For example

<a href="--EFU#1--">Click here to upload your document.</a>

If you put this in your external HTML email you will get the link in a pretty format. You can then design your HTML email around the link with instructions on the hows, whys and what the email is for and what needs to be uploaded. The design of this email is left to you.

• For more detailed instructions on creating HTML emails Writing_HTML_Emails

• For more details on external emails and their configuration please read CC-1-5 section 2.4.13 External Communications Contact_Centre_Training

3.3 Usage

With your test email set up, send a few examples to yourself to make sure the engine works and your email renders as you want it to.

Before you've sent out the request it will appear as follows

When you've sent the request, the records will appear as

All links will go to the same page in a client system https://ww3.allnone.ie/client/client_XXX/main/userPublic_FileUpload-details.asp

This page reacts different depending on what's happened.

• If the link in the email is valid the system displays a box to upload the file and the title of the question. if you want to provide more support you can use the "Notes" section of the question.

• If the link has been used before then it will be inaccessible.

3.4 In the background

In the background, bxp is managing 10 data fields.

When you send the email and the code is replaced in the body of the email.

• EFU - CDAId is set to the CDA of the current record
• EFU - CCLId Out, will log the CCL Id of the interaction that sent the email
• EFU - DateTime Out will record the date and time the email was sent
• EFU - Lock Key will be set with a generated unique code

The key is made up of : FormId_CDAId_CCLId_CDDId_LockKey

When the receiving page gets this code, it is able to work out exactly what has to be done.

If someone uploads a document, a ccl is created with the document and the following changes in the CDA:

• EFU - CCLId In is set to the CCL created for the upload
• EFU - DateTime In is set to the datetime of the CCL
• EFU - FileType is set
• EFU - OldFilename is the name of the file as the user supplied it
• EFU - NewFilename is set as per the bxp file management name
• EFU - Lock Key is wiped to acknowledge the document is now uploaded

So with the lock key now blank, the URL no longer works and the external user cannot interact with the upload any more.

4 Reporting

To list the files where a request is pending look for CCLId In = blank and EFU - Lock Key NOT blank.

There are many combinations of reporting which can be calculated from the combinations of fields.