Public forms

1. What is a public form?

A public form refers to a document configured by an administrator intended to be shared with external users who do not have a Causeway Ermeo license.

These external users can access the shared form and carry out their intervention through a distribution link.

This feature is designed to address the following needs:

Administrators who have subcontractors needing access to Causeway Ermeo to perform maintenance tasks for which they have been hired, and only require restricted access to a document to complete them.
Simplified referencing of anomalies. For example, in case of a problem with equipment, an external user can report an anomaly using the created link, allowing for subsequent planning of necessary repairs.

2. How to configure it?

2.1 Activate the feature

To activate this feature, you will need to contact your account manager.

2.2 Activate the associated roles to create a public form

Once activated by your account manager, go to the role section of your user profile. At the document level, you will have two new roles:

Access public links of forms: With this role, the user will be able to see all public links created for documents and share them with external users. However, they will not be able to create new ones.
Create public links to share forms: With this role, the user will be able to create public links to share a document, modify them, delete them, etc.

2.3 Document options: creating the sharing link

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Prerequisite To be able to share a document with an external user, you must have previously published your document

Once you have chosen the document to share, go to its options.You will see a "Public Forms" section with a "Create a link" button.

When you click on "Create a link" you will need to:

Enter a name for your link
Select a team from those created in your space. This allows you to assign specific access rights to the external user accessing the form, thus ensuring the security of your data.

Tips:

👉 We recommend creating a team dedicated to external users for optimal management. Verify that the chosen team has the necessary access rights to allow for the proper execution of the intervention.
👉 To validate the proper functioning of the sharing link, we advise you to test it in a private browsing tab.

After its creation, you will be able to:

Modify the name and the team associated with the link
Delete the link
Disable the link's accessibility to external users using the blue toggle, which you can activate or deactivate as needed.

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Notes

On your Workspace, you are limited to 10 documents that can be made public.
Per document, you are limited to a maximum of 30 links.

2.4 Share the intervention form

Once you have clicked the button to copy the link, you can then send it to the desired external users.

When they click on the link, external users will directly enter the intervention via our web application and will be able to perform the requested tasks on a computer or phone.

In the case where your external user does not have the required access rights to access the document, or if the link has been deleted or deactivated, they will see the following message:

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Notes

The form opened by the external user will always be based on the latest published version of the document.
The intervention will always be carried out on the web application, which will require a sufficient internet connection.

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Limitations

Initially, you will not be able to:These features will be available by the end of Q1 2025.

Associate a main resource, as well as intervention attributes to your link.
Filter interventions from external users in your list of interventions on the platform.