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Visitor Users and Access to Submissions
Visitor Users and Access to Submissions

This article walks through the various methods of ensuring that Visitor users can access their submissions and also use Active Directory

Andrew Liebelt avatar
Written by Andrew Liebelt
Updated over a week ago

In addition to paid licensed users your account has unlimited Visitor users that can be used either to require users to fill out a form, save and continue progress on a form, or just have access to their submissions.

We will first break down the various methods that these users can be created:

  1. Co-Registration - A Visitor is created automatically upon Submission using our Co-Registration feature then the only additional step they will need to perform (which is needed by all users created this way) is to complete their registration by adding their Name and choosing a new password. After this is completed they will be able to log-in to see their submissions using that log-in or even using Active Directory.

  2. Self-Sign Up - If a Visitor creates their user manually on their own through your sign up page then they will be able to log-in to any forms requiring log-in through the standard log-in or Active Directory as long as they are also a user in your Active Directory client.

  3. Save & Continue - Users will need to be registered and created manually through the Save & Continue process if they do not have a user yet but after created they will be able to log-in via standard log-in and Active Directory after their account is created.

  4. If the user isn’t a registered GovOS Studio user but is a user in your Active Directory account and logs in through the Active Directory on the main log-in page we will provision a new user (Visitor User). These users will have Standard Login turned off by default, but that can be toggled on/off through the user settings for that user.

Associating Forms with a Visitor:

If you want your Visitor users to be able to log back in and see their forms they've submitted as the first signer and check on the status of those submissions then you will either need to:

  1. Use the Co-Registration feature to have it be automatically associated with the e-mail address used by the form submitter in the field that you are using to create the user via Co-Registration.

  2. Turn on Require Log-in through the Permissions tab which will force them to be logged in when submitting a form and will automatically associate that submission with them so that when they log-in they can see that submission. They can either create their user using one of the methods described previously in the article and then log-in using the standard log-in or Active Directory if they have access.

  3. Sharing Submissions - After selecting one or more submissions in the Submissions Manager you will then see a Share Submissions button appear in the top right. After clicking this a window will appear that allows you to type in the recipients (these can be existing users, or you can type in an email address for non users), subject line and message that will appear along with your shared submission:

    The user will receive an email with a link to the Submission Viewer and also the Access Code that can be used to securely access the submission.

Note: If you are a licensed internal user and you are logged in while completing a form as the first signer it will automatically associate you with your submission.

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