The Extern form column creates a secure link for each row of the table. An external person opens this link and edits the row, without opening your workspace.
The extern form edits an existing row. To create new rows, use the form view instead.
The extern form is a column type. Add it to the table whose rows need editing.
1
Insert a new column
Open the table, then add a column.
2
Choose the Extern form type
In the Type list, search for and select Extern form.
3
Set the options
The Options tab holds the button, the applied view, the visuals and security.
4
Confirm
Click Insert field. Each row gets its own link.
2. Which options are ticked by default?
When the column is created, two security options are already ticked. The link works only once. The recipient must log in to TimeTonic. All other options are unticked.
One-time use token: ticked
The link stops working once it has been used. Each save generates a new link.
Requires authentication: ticked
The recipient enters their TimeTonic ID and password. You then know who edited the row.
Protect with invisible captcha: not ticked
Tick it to block bots, especially when the link is widely shared.
A recipient without a TimeTonic account cannot open the form. Untick Requires authentication in that case, and tick the invisible captcha instead.
3. Which options can I set in the column window?
The Options tab holds nine settings. The numbers in the table match those on the screenshot. Field 6 disappears when option 5 is ticked.
#OptionDescription
1Transform into a buttonShows the link as a clickable button in the cell. You choose its name and background color.
2Apply view configurationApplies a form view to the extern form. The form uses its visible fields and its layout.
3Use column as source for logoEach row shows its own logo, read from the chosen column. This logo overrides the one set in the form view.
4Use column as source for coverEach row shows its own cover, read from the chosen column. It overrides the one set in the form view.
5Use column as source for the redirectionEach row redirects to its own address, read from the chosen column.
6Redirection URLAddress opened after saving, the same for every row. Option 5 replaces it with a column.
7One-time use tokenTicked by default. The link stops working once it has been used.
8Protect with invisible captchaNot ticked by default. Blocks bots without asking the recipient anything.
9Requires authenticationTicked by default. The recipient logs in with their TimeTonic account.
Options 3, 4 and 5 each add a list. Pick the column that holds the logo, the cover or the address.
4. Where do I set the title, logo and buttons of the form?
Title, description, logo, cover, end message, labels and grouping have left the column window. Set them in a form view, with the visual editor. Then choose this view in option 2, Apply view configuration.
Reference guide
Form view: customise the form with the visual editor
Header with logo and cover, end message, button bar, step grouping.
5. How do I change the name a column shows in the form?
Open the column window, then the Advanced tab. The Label field replaces the column title on display. This setting exists on every column type. It applies to extern forms, blank forms and record views.
6. How do I send the form to an external person?
Each row shows its link in the column cell. Copy this link, then send it to the person concerned. With the one-time use token, send a new link for each new edit.
Need a form that creates a row with fields already filled in? Use the form view and its URL: prefill a form through the URL.
7. How do I share the form with a QR code?
Print one QR code per row, on equipment, a file or a poster. One scan opens the extern form of that row.
1
Add a Permalink column
Point it to the Extern form column.
2
Add a QR code column
In the Options tab, choose the Permalink column as the targeted column.
3
Share the QR codes
Each QR code opens the form of its own row.
Why go through a Permalink? The QR code stays valid when the targeted value changes. No need to regenerate or reprint it.
Reference guide
QR code
Create a QR code column and choose the data it represents.
The one-time use token is ticked by default. The link therefore stops working after a first save. Each save generates a new link in the column cell. Send this new link to your recipient. For a reusable link, untick One-time use token in the column window.
My recipient has no TimeTonic account. What should I do?
Requires authentication is ticked by default: the recipient must log in with a TimeTonic account. Without an account, they cannot open the form. Untick Requires authentication in the column window. Tick the invisible captcha protection instead, which blocks bots without asking the recipient anything.
Extern form or form view?
The extern form edits an existing row: each row gets its own link. The form view adds a new row on each submission. Choose the extern form to have a record completed. Choose the form view to collect new requests.