Sending a Form or Workflow, to a Non-Employee, as a Publicly Accessible Link (External / Public Workflow)
School and District employees that use Helios have a unique Helios ID that makes tracking information easy. External stakeholders that are not employed by the district, like parents, applicants, community members, etc. may still need to submit information that routes through the school or district admin teams - that's where external Workflows come into play!
1. To get started, click "Workflow Designer"
2. In the Workflow Designer, all existing Workflows are visible, and you can also add new Workflows.
External Access must be set to Yes in order for the Workflow to be accessible to individuals outside of Helios.
Each Workflow has a unique link, use the "Workflow Link" button to copy the direct-link to a given Workflow.
3. Add any form to the Workflow, you can preview the form here, set External access, and customize the fields/sections in the workflow.
4. Example of the Preview Form.
5. Just like with regular Workflows, in the Design Workflow menu - set the path that the form should take once completed by the initial originator submits the workflow.
6. Once initiated and submitted, the External Workflow will show up in the Workflow Dashboard for review and follow the approval path established in the Workflow Designer. You can sort by Workflow type and track the status in the Dashboard.
7. All External / Public Workflows can be found in a list at this URL, substituting your District-ID (taken from the URL that you use to sign in to Helios)
https://gethelios.com/DISTRICT-ID/PublicWorkflows
To link to a specific External / Public Workflow, click on the "Workflow Link" button which will copy link specific to that workflow to the clipboard for pasting into an email.
