After reading this article, you will understand how to host Youreka forms on a publicly accessible site, allowing external users to complete forms.
Sometimes organizations require external users (non Salesforce users) the ability to fill out forms. An example of this might be a publicly accessible Salesforce Community, or perhaps anonymous web visitors, or even specific individuals that your organization needs forms from that do not have access to your Salesforce environment.
In order to address these use cases, Youreka can be made available on a Salesforce Public Site. When hosting forms on a public site, you are allowing unauthenticated users the ability to fill out forms and map data back to your Salesforce objects. You can create buttons or links on your website/community that lead to the public site, allowing visitors to fill out forms. You can also create unique links for specific forms, which you can send to individuals where they can then fill out forms.
Creating a Salesforce Site for Youreka
Use the following steps to set up a public site for Youreka to be hosted on:
Create a Force.com site to host your templates. Navigate to your sites list by clicking Setup > Build > Develop > Sites. If you don’t already have a Force.com domain for your company, you can create one on this page.
**Beware that once you register your Force.com domain name, you cannot modify it without intervention from Salesforce support. This should be something to discuss at an organizational level**
- Register your Force.com site once you’ve checked the availability of the domain name.
Click New after the registration process is complete.
- Give your site a Site Label (i.e. Youreka Templates) which will prepopulate the Site Name.
Next to Active Site Home Page, click the lookup magnifying glass to search for Public Templates from the lookup. Click the name PublicTemplates:
Activate your site by clicking the Activate link on your site listing
We now need to configure our access to these templates to determine who will have access to fill in and complete these forms, which in this case would be a Site Guest User. To do this, first click on the Site Label: Youreka Templates.
Select the Public Access Settings button at the top of the page.
Click Assigned Users
Click into the Full Name of the Guest User to open the User Detail Page
- Under Permission Set Assignments, click the Edit Assignments button.
Add Youreka Complete Forms to the list of Enabled Permission Sets and click Save. This is what allows your anonymous external users the ability to complete forms.
- Return to the Youreka Templates Profile (if you are returned to the Sites Page, select your Site Label and then select Public Access Settings). We need to adjust some more Field Level Security settings and Custom Object Permissions before our templates can be completed by the Guest User.
Click Object Settings in the profile setup menu. Ensure that the profile has access to all standard and custom objects related to your form templates. Any object that you are planning on writing data to needs to have enabled permissions here. When your external users are accessing forms, they are technically going to be using this profile to do so, so make sure all object-level access is correct, including access to any fields that are field linked.
Navigate back to your Youreka Templates sites page (Build > Develop > Sites) and click on your Site URL to open the Youreka Templates site in a new window. Ensure that the ‘Active’ checkbox is checked
You have now set up a public site external users can use to complete forms. Visit the next article to understand how this public site can be used to allow users to fill out your Youreka forms.
Considerations for using Public Sites
- System Modification stamps (Created By/Last Modified By) will show as a Youreka Site Guest User when forms on a public site are submitted back to Salesforce. For certain use cases, this anonymity is fine. For other use cases, consider using a Community or fully licensed Youreka user to maintain a healthy audit trail of who is submitting forms.