External Users cannot see Custom form

[AnnemarieWh]

I've created a custom form for customers to submit requests to our team. I've attached it to a request queue project, I have it open to anyone, I've tested it with contributor level people and they still can't see my custom form fields. They can see that there is a custom form but all they see is the "Subject", Description and documents but can't see any of the fields on my form. Any suggestions on how to have them see my request form? 

[skyehansen]

When you go to edit the custom form in setup, what do you see when you click on the two areas in my screenshot? (under share, and on the section header)

[AnnemarieWh]

I see View and Limited Edit like you have circled here! I've tried changing it to see if that makes a difference with no luck.

[skyehansen]

what about when you click on Share -- what do you see at that point?

[AnnemarieWh]

Even these people I've granted access to can't see it - does it need to be everyone?

 

[skyehansen]

You need to have toggled "Everyone in the system can view" -- otherwise they cannot see the form in order to fill it out.

[AnnemarieWh]

Okay I changed this and they still can't see the form ☹️

[skyehansen]

what do you have your section header set to? is it still view and limited edit, or did you change some stuff around here?

And then can you share a screenshot of your project settings in the MDF Request Queue project? I'm mostly interested in what is under the Access Settings, under the section for contributors and under the section for "when someone submits a request"

(I don't know if you've gotten the impression yet or not--there are a lot of moving parts to this that I'm needing to take you through one at a time.)

[AnnemarieWh]

Yes, I left it as view and limited edit. Here is a screenshot under my project access settings! 

[skyehansen]

great, thanks for that! And while you are on that screen, can you also send me a screenshot of what happens when you click on the "Contribute" part of the "When someone submits a REQUEST" area? it should look like this? As long as the "edit custom form" part is checked we can go on to checking your queue details next (just want to see who gets to submit requests here) and then your project sharing settings.

[AnnemarieWh]

Yep that additional setting is also checked!

 

[patrickheinzelm]

How are the permissions on the form itself?

Have you set it to everyone or only to invited people?

[skyehansen]

OK you can see I started with the custom form itself and had you check the settings. Then we moved into the project settings to take a look at those.

Now, I would like to see what your queue detail settings are (specifically the section called "Who can add requests to this queue")

[AnnemarieWh]

I have checked "Anyone" under who can add requests.

[patrickheinzelm]

@AnnemarieWh 

Have you check the permission on the custom form itself is written the parallel thread. https://experienceleaguecommunities.adobe.com/t5/workfront-questions/user-can-t-view-custom-form/m-p...

[skyehansen]

hi, this is getting confusing and it sounds like there are two threads going about the same question, so I'm going to merge this post into the other one and bow out. Good luck!

[AnnemarieWh]

I'm also having this issue! I want external users to be able to fill out the form as a "Request" to our team. Is there a way they can do that so they don't also see the project?

[patrickheinzelm]

Hi @AnnemarieWh

The request queue permissions are based on two settings in the Queue Details:

1. Who can add requests to this queue?
2. When someone makes a request, automatically grant...

In your case would I assign "Who can add requests to this queue" a specific group of users including all external. The have to have a access level similar to requester to submit a request.

That they can do after submitting the request is based on the second option.

You give them direct access to the project, they can see the entire project.

[AnnemarieWh]

Does this look right? I have it set to "Anyone" and then also can "edit custom forms".

  

[patrickheinzelm]

Hi @AnnemarieWh

This looks fine!

Everybody can submit request. Now, you only have to check that you external users have no access level "External User" (or similar), because you have to have a access level based on license "Contributor" (e.g. Requestor) to send requests.

https://experienceleague.adobe.com/en/docs/workfront/using/administration-and-setup/add-users/access...

Patrick

[Sven-iX]

Hi @AnnemarieWh 
Not sure if this helps - but I remember a weird issue where a form wasn't visible because it included a typeahead (in that case of programs).
Do you have any typeaheads in that form? The Distributor Name maybe?