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.

Time to use External File Upload

3 Setup

Step 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.

Step 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.

1. 1. 1. EFU-XXX#

XXX is the intCDD_X_Id of the question. This information is available from Field Mapping. The Id number is in front of the question.

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-XXX#">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 this.

Step 2. Set up the outcome to process the engine.