What is a Public Webform?

A Public Webform is a TrackVia data entry form that your end users are currently familiar with, which has been updated to be available to anyone on the internet. 

Admin have the ability to easily turn TrackVia forms into publicly accessible forms with the click of a button from within the Form Builder:

Frequently Asked Questions:

Q: How do users get to a Public Webform to input data?

A: There is no shortage of ways to share Public Webforms with your end-users, whether they are your patients, partners, vendors, subcontractors, customers, or general public. Each Public Webform has a unique URL that can be copied into emails, embedded on your website, or rendered as a QR code and printed off for easy mobile access.

Q: Are there any limitations to what fields I can put on my public webforms?

A: Currently, Forms with the following fields/attributes cannot be made into Public Webforms:

• Application User Fields
• User Group Fields
• Multi-Select Widgets
• Child Views

Q: Can I use a Promotable Sandbox to build/test/update my Public Webforms?  

A:  Yes, you can use a Promotable Sandbox to build a new PWF, edit/update existing PWF, and change the state of existing Forms, i.e. mark them public/not public before Promoting the Sandbox. Once a Public Webform that was being tested in a Sandbox is promoted to production, the link to the form will automatically be updated and can be distributed by a TrackVia admin. 

Q: How are errors handled?

A: Currently, if a public user’s data is not able to be saved, they will receive an error on screen and be able to attempt to re-submit the record. 

Note: custom response errors coded in Before/After Insert Application Scripts on the target table are not visible to public users in this version of the product. 

Q: Do things like Required Fields and Show/Hide rules still apply?

A: Yes - all Form and Form Field settings you configure will apply on the final Public Webform.

Q: Can I still use AppScripts or Microservices on tables with Public Webforms?

A: Yes, AppScripts, Microservices, and TrackVia Integrations (Workato) will all function as expected for Before/After Insert events on the target table that is being populated by public data. 

Q: Who is the “Created By User” for publicly added records?

A: All records added to the system via Public Webforms will have a *blank* “Created By User”. 

Note: any integrations or AppScripts that are relying on a “Created By User” value where you will now be collecting public data, will need to be updated to work as expected. 

Q: How do I know what Forms in my App are Publicly Accessible?

A: App Admin will see a new globe icon next to any Form that is actively Publicly Accessible in the Forms Navigation Dropdown: 

Q: Can I still use Forms that are marked as Publicly Accessible in Flows?

A: Yes, the underlying TrackVia form can still be utilized however it is needed for internal TrackVia users and use cases. 

Q: If I copy (“Save As”) a Form that is marked as Publicly Accessible, what happens to the new Form?

A: The copied Form is automatically marked as public with its own unique URL, which can be shared with users or subsequently disabled. 

Q: How are time zones handled with Public Webforms?

A: Data submitted via Public Webforms will record the transactions reflecting the timezone of the Account Owner. If you do not know who your Account Owner is, feel free to reach out to TrackVia Support for clarification. 

Q: Can I make a Public Webform on a table that is Cross-App Connected to multiple Apps? 

A: Yes.

Q: Why do Public Webforms look different than internal TrackVia Forms?

A: Public Webforms have been updated to have a modern look-and-feel, with better end-user interactions, faster loading times, and to ensure that every Form you share out is AAA-level WCAG 2.1 compliant. Stay tuned, as these visual changes will be applied to all internal TrackVia Forms in an upcoming release. 

Q: Are there any limits on the number of Public Webforms or amount of data I can collect?

A: All TrackVia accounts are able to create as many Public Webforms as needed for your use-cases and are able to collect up to 600 records total per year before needing to work with a TrackVia Sales representative. 

Have concerns about enabling Public Webforms in your account? Check out this article on TrackVia's Public Webforms Security Model - Considerations and Safeguards.