The Name that will appear at the top of the Public Link Form. This can be different from your internal Register name for the Template. For example, you could have Report a Compliance Breach on the Public Link, but internally the Register template is known as Compliance Breach Register). To edit this, hover over the Name until the pencil icon appears. Select the pencil and enter your desired Name. Select the blue tick button to save changes.

Once a Public Link has been activated, the generated URL of your Public Link Form will be displayed under URL. This can be published as a hyperlink on your PolicyConnect site, public website or internal intranet. To access the Public Link Form, select the Go To Link button. To send to selected people to complete the Form, select the Copy button and paste the URL into your desired messaging platform.

If required, you can regenerate the Public Link URL at any stage by selecting on the red Regenerate URL button at the top of the page.

You can select to have a Default Public Link Name or a User Defined Title based on fields submitted in the Public Link, as the Title of a Form.

By default, the Title of the Form submitted through a Public Link will be titled as the Template Name. To change this, select User Defined, then type to search and select the fields you would like the Title to be based on. Select the blue tick button to save changes. Note that Short text, Long text, Single Select, Multi Select, Numeric and Date/Time Fields can be used. However, if these fields in a table, they cannot be used.

Now, when a Form is created from this Public Link, the Title will be based on the responses to these fields separated by a dash. For example, these fields: Your Details - Type of Leave Requested will generate the Title for LEAVE-1 as John Smith - Annual Leave.

You can provide the submitter with the option of remaining anonymous. This is useful for whistleblowing on fraud reporting. When Anonymous Submission is set to Yes, the submitter will have the option whether to provide an email adddress.

If you select Yes for Anonymous Submission, then you will see another setting to Give Submitter option to provider email address. If you select Yes, then providing an email address is optional. If you select No, an email cannot be provided. No Public Link Notifications will be sent to the Submitter and those settings will not be available to be customised.

The Save and Return to Form Later feature allows a submitter to save a partially completed form and return to it later to complete. Incomplete forms are stored for 100 days before they are completely removed from Assurance.

To enable this feature, hover over the option until the pencil icon appears. Select Yes from the drop-down menu and select the blue tick button to save changes. To learn more about how the feature works, click here.

You can select the Colour of the Public Link. This primarily changes the colour of the top border of the Form. You can select from 20 default colour options, or enter the hexadecimal value (hex code) of your desired colour. Select the blue tick button to save changes.

You can select whether to Send Confirmation Email to Submitter. To enable this feature, hover over the option until the pencil icon appears. Select Yes from the drop-down menu and select the blue tick button to save changes. If you select this option, a PDF of the information submitted will be attached to the confirmation email.

If Yes is selected under the Send Confirmation Email to Submitter option, you will be able to customise your own confirmation text, and will also let you include links in the email.

You can select whether to Send Rejection Notification to Submitter, if their submission was rejected.

If Yes is selected under the Send Rejection Notification to Submitter option, you will be able to customise your own Rejection Notification Text, and it will also let you include links in the email, so you can for example include a hyperlink back to the Public Link Form and request them to resubmit.

You can select whether to enable the Option to Send Back to Submitter for this Public Link Form. This allows a Full User with Access Rights, the Person Responsible or Approver to send the Form back to the submitter and request they amend their submission (e.g. to request further information).

To learn more about how the Send Back to Submitter feature works, click here.

You can select whether to Send Closed Notification to Submitter, when their Form submission has been closed.

If Yes is selected under the Send Closed Notification to Submitter option, you will be able to customise your own Closed Notification Text.

If you would like the Person Responsible to receive a notification of the Form having been submitted, select Yes under the Send Email Notification to Approvers & Person Responsible option. If No is selected, the Person Responsible will not get a notification about the Form being submitted, and if there are approvers in the first stage they will not receive any notification about the Form being submitted for approval (only for the first stage).

Please Note: This setting should not be mistaken for impacting workflow after the first stage, it is only relevant for the first stage and the Person(s) Responsible (who are the first stage approvers).