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Advanced workflow solutions using Formstack and My.IllinoisState Arturo Ramirez Jordan Thompson #ISUCIT

Formstack: Collecting restricted data Always refer to Data Classification Policy 9.8.1 Consult with the Information Security Office (ISO) AT.IllinoisState.edu/ISO/forms Collecting Restricted Data Require approval from Data Steward with oversight of the data field to be collected Collecting Highly Restricted Data Require approval from Data Stewardship Council (DSC) #ISUCIT

Formstack Security Form Password SSL Encrypt saved data Encrypt email notifications #ISUCIT

Formstack security: Encrypted form data #ISUCIT

Formstack Workflow approval feature https://support.formstack.com/customer/portal/articles/1374495 #ISUCIT

Multi-approval example #ISUCIT

Approval Notifications #ISUCIT

Formstack approval process 1. If one person denies an approval on a submission, will the whole submission be denied? A: Yes, in order for a submission to be marked as approved, every approver MUST individually approve the submission. If all approvers are in agreement one approver can use the ‘skip’ feature to save time.  2. Once a submission has been approved by all approvers, can it be undone? A: Only if the submission is waiting to be approved by other members of your team. In that case, you can still change the approval status, as the submission is in a "pending" mode. 3. Do I have to log into Formstack to approve/deny a submission? A: No, when a form enabled with Approvals is submitted, an email is sent to all approvers and they may approve or deny a submission right from the email. The only exception to this is if you require your approvers to login to approve/deny a submission. 3. Does an approver need their own Formstack account? Yes #ISUCIT

DEMO: Integration between Formstack workflow & My.IllinoisState #ISUCIT

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