Task forms are templates that simplify task creation so that you can create internal Height tasks with ease. But what if you want to capture external requests from users outside of your workspace, e.g. bug reports or feature requests from customers? Enable your task form to be accessed externally!

Web task forms are external versions of existing task forms that offer the best of both worlds. Instead of having to create two separate forms – one for internal team members and another for external users – you can use one single task form to capture content both internally and externally.

With web task forms, submissions filed externally become Height tasks internally, making it easy for your team to manage external reports and requests without skipping a beat. For example, if you have a public company forum where customers post feature requests or bug reports, you can capture these requests using a web task form so that customers can submit tasks without having to log into Height.

Enabling web access on a Task form

From Product settings → Task forms, choose the form you want to be accessed externally, select Share, and click the toggle next to Web to enable web access. Once successfully enabled, a web icon will appear next to the task form in the menu to denote that the task form can be accessed externally.

Additionally, because the task form is now accessible from the web, a question preview labeled "Email address" will appear in the task form. This is purely a suggested question so you don't have to add it to the form if you don't want to, but clicking Add in the preview box will add the question, "What is your email address?" to the task form to make record-keeping of external submissions easier.

As with other task form questions, you can set this prompt to be required or optional, reorder it in the list of questions, and configure it to be mapped to specific attributes.

Sharing the Task form externally

Every task form has its own secret URL link that can be accessed and copied from the task form's Share menu. Links can be shared as needed, and even pasted on external platforms like company forums, newsletters, or blog posts to make it easier for you to capture customer exchanges. With web access enabled, anyone with the task form's URL link will be able to submit external reports and requests that can be managed in Height.

Viewing the Task form externally

Clicking Open task form will let you see an exact view of what external users will see from their end when completing submissions.

When viewing the task form, external users will see the task form's name, icon, description, and each of the question prompts. However, to prevent any sensitive information from being leaked, any default attributes and associated subtasks will be hidden. Additionally, the external user will not be able to access the internal task nor will they be able to see any changes or updates to the task after it's been created.

Creating a submission externally

In the task form itself, users will need to answer all required question prompts before being able to submit the task form. Once all fields have been completed, a submission confirmation screen will appear. After the initial submission, if the user wants to create another one, clicking Submit another response on the success screen will let them create another submission using the same task form.

Managing a submission internally

All external submissions will be created in Height by a Task form bot and will be immediately accessible in your workspace. The task will be created based on the task form's configuration so any mapped descriptions, default attributes, and associated subtasks will be set and created.

Once created, the internal task can now be managed per your existing workflow 😃

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