Overview

The Assigned Tasks / Assignees feature allows a Workflow Step to be “completed by” a specific person, rather than by anyone with a specific Role.

An “External Contact” is a special case of Assignees in which the assigned person does not have an account in LearningBuilder, but is still able to act on the Workflow.

For example, during their application process a Practitioner might provide the email address of a previous employer.

The External Contact feature allows that employer to verify the employment history by accessing LearningBuilder, opening the Workflow Popup, and providing an attestation, all without needing to register an account with LearningBuilder.

Configuration

1

Add an Attribute to identify the external contact Add an Email Address Attribute to your Workflow. This is where the user will identify the external contact.

2

Make a subsequent Step “completed by” that Attribute Edit a subsequent Step in that Workflow and make it be “Completed By” an Assignee, then choose the Email Address Attribute you defined above. This configuration means that only the specific person identified by that email address (or an administrator w/ suitable permissions) can work on the Workflow while on that Step. Be sure to choose an Assignee Email Template. Since External Contacts do not have LearningBuilder accounts, the only way they can act on the Workflow is via a special link included in the email notification they receive. If you do not send a notification email, they will have no way to take action. Open Making a Workflow Step completed by an Assignee

External contact user interface

When the Workflow is moved onto a Step that is completed by an Email Address Assignee, an email notification is sent to that email address.

This email contains a special link that allows them to access the Workflow without logging in to LearningBuilder.

Open

External Contact accessing their assigned Tasks without logging in

Technical Details