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Generating a Smart URL using a Business Process Form to Create a New Business Process Record

Overview

By using a Smart URL for a business process (BP) form, end users can quickly create new business process records without needing direct access to Data Mapping & Risk Manager. Users with admin role privileges can generate a Smart URL from a BP form that is acting as a template. When a user accesses the Smart URL and enters the name of a new business process record, the template form's configuration is automatically copied into a new form for that record.

📋 See also: For information on creating a BP Form, see Creating a Business Process Form.
Generating the Smart URL
1
From the left side of the page, hover the mouse over the Data Mapping & Risk Manager icon, and then navigate to Settings > BP Forms.
Left navigation showing the path to Settings and BP Forms
2
Click the ellipsis menu to the right of the BP form record, and then select Generate Smart URL.
BP Forms page showing the ellipsis context menu with the Generate Smart URL option
3
In the Generate Smart URL window, configure the following options as needed.
Generate Smart URL window showing owner, due date, approval, message, and assignee settings fields
›Change the form owner.
›Specify the number of days until due date. The due date countdown begins from the moment a user creates a BP record using the Smart URL.
›Specify whether the form requires approval before creating or updating the business process record.
›Enter a message or description to display on the Smart URL page.
›Configure the assignee settings.
📋 Note: If the Smart URL will be used by both system and non-system users, set Who has access to Smart URL to System & Non-System Users.
Generate Smart URL window showing the Who has access to Smart URL setting
4
Click Copy URL or Save & Copy URL.
Accessing the URL

When a user opens the Smart URL, they are prompted to sign in as a system user or continue as a guest. Non-system users should sign in as a guest.

Smart URL landing page showing the sign-in options for system users and guests

As a guest, non-system users enter their full name and email address.

Guest sign-in form asking for full name and email address

A PIN is sent to their email address, which they enter to access the form.

PIN entry screen prompting the user to enter the code sent to their email
PIN confirmation screen showing successful verification

Both system and non-system users can then enter the name of the new business process record and fill out the BP form. The form configuration is cloned from the template form used to generate the Smart URL.

Smart URL form page prompting the user to enter the business process record name
BP form questionnaire created from the Smart URL template configuration
📋 Notes
›Users receive a link to the form by email. If they accidentally close it, they can reopen it using that email.
›Form owners can also resend the form to users if needed.
TrustArc  ·  Generating a Smart URL for a BP Form  ·  support.trustarc.com