FlowForma Engage

FlowForma Engage is the feature of the FlowForma Process Automation platform that lets you involve external parties, including customers, suppliers, contractors, subcontractors, and the general public, directly in your internal digital business processes. External users can securely complete steps in workflows such as supplier onboarding, e-vetting, tender responses, customer feedback, and document approvals, without needing access to your internal Office 365 environment.

No. External participants do not need access to your Office 365 environment or a FlowForma license. They reach process steps through a secure web link and can log in with a Microsoft, Gmail, or Facebook account. This gives you secure external access without complex IT setup or provisioning credentials for people outside your organization.

FlowForma Engage supports a wide range of external-facing processes, including supplier onboarding that captures required data before internal processing, e-vetting for individuals and businesses before they join your workforce or do business with you, customer feedback collection, external document approvals, contractor and subcontractor onboarding with contractual agreement recording, tender response management with scoring and selection, and customer-completed steps such as insurance policy renewals.

External users access process steps through a web link that can be shared by email or embedded in your communications. Steps can be assigned to specific named users for controlled access, or opened for anonymous participation where appropriate, for example public e-vetting applications or customer feedback forms. The interface works on any desktop, mobile, or tablet device.

Yes. External participants engage with your processes as if they were part of your internal team, but without gaining access to your Office 365 or internal systems. Steps can be assigned to specific authenticated users or restricted to controlled groups, and data entered by external users is validated in real time and passed automatically into internal systems without re-keying, reducing both error risk and exposure.

No. FlowForma Engage uses the same no-code design interface as the rest of the platform, so any process step can be made externally accessible without writing code. You keep full control over which steps external stakeholders can see and interact with, and the entire workflow, internal and external steps together, is designed and managed in one place.

Yes. Information entered by external participants is passed automatically into your internal systems and workflows with no manual re-keying. This removes data transfer delays, reduces errors, and lets your internal team act on external input immediately. Documents can also be generated automatically from the data external users enter.

FlowForma Engage replaces slow, paper-based or email-driven external processes with fast, seamless digital interactions. Customers complete steps in their own time on any device and receive automated communications at each stage, while your team avoids chasing paperwork and re-entering data. Coinford have reported time savings of around 15 to 20% per day for staff who previously had to chase, collect, and process external information manually.

Yes. FlowForma Engage supports e-vetting workflows where members of the public or prospective employees initiate and complete a vetting process entirely online. The process can capture the required information, validate data in real time, trigger internal review steps, and maintain a full audit trail, all without the applicant visiting an office or submitting paper documentation.

Unlike emailing a form or PDF, FlowForma Engage brings external parties into the actual process, so their input validates in real time and flows straight into your internal systems with no re-keying. There's no Office 365 account or license needed for them, steps can be secured to named users or opened to the public, and documents generate automatically from what they enter, removing the delays and errors of manual, email-driven exchanges.