How to use public QR codes

With this new feature anyone with a smartphone can scan a QR code to open a specific form or access specific documents without needing to login. For example if you have a subcontractor coming to your site, you could have them scan a QR code to open a site orientation form. Or, if an employee is about to use a dangerous chemical, they could scan a QR code on the container to open a copy of the safety data sheet.

To create a public QR code in Forms

1. Go to the Forms library, select the three dots menu on a form and select Share.

2. You have an option to enter a date on which this QR code will expire, or if you leave this field there will be no expiry date.

3. Enter the default assignee.

   • This is the person who will be recorded as having submitted the first section of the form. You may want to create a user named external user and assign them as the default user.

4. Select QR Code in the pop-up notification. To use the QR code, you can screenshot it, save it as a PDF, or copy paste the link which will take you to the form directly.

   • Ensure if you are creating a form that will be shared publicly, that there is a field for the person to enter their name. As the person won’t be logged in, this information will not display as default.

   • When the person clicks submit, the form will continue in the workflow to the default assignee. Also note that, for security purposes, any user select dropdown boxes will be disabled on publicly shared forms.

To create a public QR code for Documents

In Documents, you’re able to create a public QR code for an entire folder so all documents in that folder are accessible, or a public QR code for a single document.

1. To do so, go to the Document Library.

2. To share a folder, select the three dots and click share.

3. To share a single document, highlight over the document, and select the three dots and click share.

4. Enter a date for when this QR code will expire. If this field is left blank, there will be no expiry date.

5. Add any notes and click create.

6. To view what the scan will look like, click “View Share” or click “QR Code”. To use the QR code, you can screenshot it or save it as a PDF.

To manage all your public QR codes

1. Select Admin in the bottom left-hand corner and select Share.

   • This lists all public QR codes that have been created, shows whether it is a form or a document, the expiry date, provides easy access to the QR code, and allows you to delete it or edit it if it’s a form.