Overview
The External Forms feature in KPA Flex allows you create publicly accessible forms. This enables third party contractors and other non-registered users to submit forms reporting safety hazards or near miss incidents, JSAs and more. All information collected from External Forms is fully integrated into the Flex platform for further use. Additionally, you can enable anonymous submissions for your employees using the same form.
How to Use
1. Create or select a form: Go to the Forms section within Flex. You can either create a new form or use an existing form.
2. Activate External Form Feature: In the form’s settings, check the box labeled ‘External / Anonymous Submitter’ to make the form publicly accessible.
3. Generate and Print the QR code: Once the feature is activated, print the generated QR code and place it where employees or third-party contractors can easily access it for form submissions.
**NOTE: External forms are accessible only via QR codes. Traditional direct links are not available for External Forms. However, when you access the form, you can copy that url and share to be accessed by anyone.
Important Information:
- The External/Anonymous Submitter feature is turned off by default for all forms, whether new or existing. You must manually enable it for each form you wish to make publicly accessible.
- When the feature is enabled, the Observer will always be marked as Anonymous and cannot be edited, as the system does not have information about non-registered users submitting the form.
- Anonymous/External Responses are available and visible in Form Responses, Dashboards, and Multi-Form Response Reports.
- While Anonymous/External Responses can trigger Workflows, they cannot be used for follow-ups or tasks.
Notes for Submitters
- When you scan a publicly accessible QR code, you will first be asked if you have a KPA Account or not.
- If you would like to remain anonymous, or do not have a Flex Account, select ‘No’
- If you select ‘Yes’, Flex will ask you to log into your account so that we can record who you are
- Once the above is answered, you will be taken to the form