Jadu CXM: Send an Email with a URL to the Next Form (Task 2)

When a form is submitted and sent to the next participant in the workflow process, it must include a URL to the participant to access the next form. This URL is specific to the initial form submission and ties the case data to the form.

This is the second of nine tasks to setting up your XFP forms to work with CXM. Please go to the Self-Help Guide, under the Configure a CXM Workflow column, for more information.

Note: The following steps are completed in XFP within the initial or first form in your workflow process.

In this article:

Generating an Access Code Using Logic

Creating an Access Code logic assigns a unique code to your form for security purposes.  Access codes are used across all next forms to check for validation in CXM.

  1. From your "first form" in XFP, go to the Advanced tab.
  2. Click Add Logic.
    1. Name: Enter a meaningful name (ex: Access Code)
    2. Type: Select Predefined. The Formula options appear.
    3. Formula: Choose Generate Access Code from the dropdown. 
  3. Click Save.

Creating the URL for the next form

  1. Click Add Logic.
    1. Name: Enter a meaningful name (ex: Approval Form URL)
    2. Type: Select Predefined
    3. Formula: Select UMN - Utility - Next Form URL from the dropdown. The Inputs section appears.
    4. Inputs:
      1. Next Form: Select the next form in your workflow process.
        • Note: If your form does not appear in this list, it may be because a friendly URL doesn't exist or the form is not Live. Use the CXM Setup Request form to request a friendly URL from OIT
      2. Access Code: Select the logic created in Generating an Access Code Using Logic.
  2. Click Save.

Note: After creating the URL and Email logic, add them to your Create CXM Case Template from Task 1. The CXM fields to map the logic to are located at the bottom of the Create Case template in the Mappings section. Adding these fields to the Create Case Template allows CXM to store the URL and access code data used to access subsequent forms.
Jadu xfp template mappings section. Next Form URL 1 CXM field with corresponding URL logic highlighted. Access code CXM field with corresponding access code logic highlighted.

Adding the URL to an Email Template

  1. Go to the Templates tab.
  2. Click Create Template.The Create Action Template window appears.
  3. Choose Send Email for the template type and click Next 
  4. Fill out the Title, To, From, and Subject per your requirements.
    • Note: It's recommended to include the CXM Case Reference number placeholder in the Subject line to create unique emails. This prevents Google mail from stacking the emails into a single thread.
  5. In the Content section, add the following placeholders directly next to each other to construct the full URL: 
    1. Place your cursor where you want to insert the URL in your email body 
    2. Click Insert Placeholder.
    3. Click the Logic tab.
      1. Select Insert to the right of the logic that you just created using the Next Form URL formula. The placeholder inserts in the body of the email.
        Insert variable window. Logic tab highlighted.  Insert highlighted under value column, to the right of example Next form URL title.
    4. Leave your cursor at the end of the recently inserted Approval Form URL placeholder.
    5. Click Insert Placeholder.
      1. Click the Standard tab
      2. Select Form - CXM Case Reference
        Insert Variable window. Standard tab selected. Insert highlighted to the right of Form - CXM Case Reference logic.
         
  6. Make sure the two placeholders are directly next to each other, with no space between them:
    An example of the final outcome of inserting  the Next form URL logic and the cxm case reference logic. They are individual placeholders without a visible gap between them.
  7. Click Save.

Creating or Updating a Rule to Send an Email with the Next Form URL link

Create a new rule or update an existing rule to create the CXM case. If you have more than one rule in your form that runs based on different conditions, update the appropriate rule(s) that you want to trigger an email containing the URL link.

  1. Go to the Rules tab.
  2. Click Create Rule.
    • Or, select the rule you wish to update.
  3. Enter a meaningful title for your rule.
  4. Choose a When statement.
  5. Add a Then statement.
    1. From the dropdown menu, under the Email header, choose the action Send Email
    2. Select the Email template you created in Adding the URL to an Email Template section above.
      Rules tab view in Jadu XFP. Rule to send email highlighted. Rule located after the create case rule. Example has "send email" dropdown choice selected using template "send email to approver."
      Important: The Create Case action must run before sending the email containing the Next Form URL.
  6. Click Save.

Next Task in Setting up your XFP Forms to Work with CXM

Task 3: Verify the Case Creation

Additional Resources

Jadu CXM Self-Help Guide

Jadu XFP Self-Help Guide