Allow multiple external users to securely access and complete questionnaires inside Risk Cloud with a one-time passcode.
Set-Up: Enable External User Security
Navigate to the User Access tab of the Configure Step model to enable External User Security. The setting to enable External User Security will be available on any Steps that can be assigned to:
- App and External Users
- External Users Only
Retrieve One-Time Passcode
When External User Security is enabled for a record, your external users will be asked to enter their email address to access a record once they arrive at the record. (They will not receive a code proactively unless they go to the page and request a code themselves)
They will be able to access their record after they successfully enter a one-time passcode that will be sent to their email.
Add Secondary Assignees
When External User Security is enabled, up to 10 secondary assignees will be able to be added to a record as contributors to complete the record at the same time. For any field on the record, the most recently entered field value will be saved.
Use the "Add Assignee" button on the record to add secondary assignee(s).
Select the "Send an email notifying..." checkbox to automatically trigger an email to the secondary user(s) once they are added as contributor. This automatic email will include a link to the record and each assignee will be able to receive a one-time passcode to their email to access to contribute to the record.
The following individuals will be able to add Secondary Assignee(s) to a record:
- The Primary Assignee (the first external assignee on the record)
- Risk Cloud Users who have access to the record and a Role with the Assign module entitlement
These are the differences between Primary and Secondary External Assignees.
| Primary Assignee | Secondary Assignee(s) |
| Can add Secondary Assignee(s) | Cannot add other assignees |
| Can submit records | Cannot submit records |
| Can complete E Signature fields | Cannot complete E Signature fields |
Frequently Asked Questions
Will enabling or disabling External User Security on a step update settings for records that are already assigned on that step?
No — this will only affect records that are assigned on this step after this setting is enabled. This will not affect any settings for records that are already on and assigned within this step.
If you'd like this setting to apply to records that are already assigned to external users on this Step, those records must be unassigned and reassigned to those external users.
How can I tell if External User Security is enabled on the record?
As a system administrator, you'll have the option to Copy external link to a record that is assigned to an External User. This is the URL that an External User will receive to complete the record.
Our recommendation is to open this link in an Incognito/Private browser session within your current browser or another browser.
If this link directs you to a Record Page directly to complete the record, then External User Security is disabled on the record. If the link directs you to a page to enter your email to receive a code, then External User Security is enabled on the record.