This article will review the settings, configuration, and workflow specific to the Web From Submission process in Korbyt. This process uses Predefined Layouts. Predefined Layouts For Web Based Submission has information on how to build new layouts to be shared.

If you are looking for information on the Launchpad Publishing options see Launchpad Publishing Process

Managing Predefined Layouts

To open the Predefined Layouts section

• Open the Mega Menu, and then under Content, click on Layouts

• Click the Predefined Layouts icon in the upper right (between filter and files).

  

• You are now on the Predefined Layouts Screen

You use the Action Icons to work with individual templates

Sharing Options

There are two ways that the templates can be seen by the people who will use them.

• URL Link

  • A web address that you can direct people to

  • The website itself does not have any password or access controls

    

• Embed HTML Code

  • iframe HTML code that you can add to your internal sites

  • This will put the form behind your internal security

    

Sharing a Single Template

For Individual Templates you can access their Link and Code by clicking the Share Predefined Action Icon to the right of the template

Sharing Multiple Templates and Notification Settings

It is possible to share multiple templates at 1 link, the form will then include a dropdown where the users select the template they want to use.

Sharing a Folder of Templates

Sharing a Specific Folder of Templates allows you to control which templates the submitter has, and it enables you to specify Korbyt Users who should receive email notification that a Template in the folder has been submitted. it also allows you to specify a maximum validity date range for items submitted through that folder

This folder structure allows you to have different groups of Approvers for different templates

To Create Predefined Layout Folders

• On the Predefined Layouts turn on the Folder View

  

• You can now see the folder menu on the left

• Hovering you mouse over a folder will show the three dots that allow you to add Sub Folders

• You will need to add at least 1 subfolder, because these controls are not available on the Root folder

  

• Click the Plus Folder button to add your new folder

• Drag and drop Layouts to the folder you wish to have grouped in that folder

• Now you can use the folder controls (three dots) next to your new folder to share the Layouts within that folder
  

  

• This will show the share URL and Embed Code for the folder and provide ways to customize more than the standard sharing options
  

  

  • Click the +button to add the users who should receive notifications

    

  • You can have multiple people receive the notification email that content was submitted

  • Can set a Maximum age, and user group to notify for submitted content that is based off the layouts in a specific folder

• If you create folder structures to organize the templates, a matching folder structure will be made in the layout screen when submissions come in from the templates

Sharing All Tempaltes

You can also share all the templates in 1 link by clicking the Sharing Options button in the upper right of the Predefined Layout screen

Any notification settings that have been configured for specific folders will be followed if shared through this method

End Users submitting through the Web

When end users interact with the URL or Embed Code that has been made available to them, they will use a drop-down and fill in sections to configure their layout in three sections

Below are examples of the Default Screens

They can be customized in the Tenant Setting for Predefined Layouts

Settings in the Content Management System (CMS) then Predefined Layouts section

Section 1 – Author Info

• Who is submitting the design?

  • The Name field, with the Visible prompt Your Name* will be used in the Layout’s file name when submitted

• This information is included in notification emails if configured

• These fields can be customized and their requirement to be completed changed in the Settings for Predefined Layouts

Section 2 – Playtime Info

• This information is used to create Validity Dates on the submission

• Validity Date info is required by default, but can be made optional or removed in the Settings for Predefined Layouts

Section 3 – Template Info

• The options seen in this section are driven by the method it was shared (one layout, or a group), and the fields on the Template being completed

• If multiple templates are available through the link, they select the specific template from the dropdown first

  • This changes which fields are seen based on the fields that are set to “Templated” in the design

• After configuring the end user, click Preview template to see what it will look like

• Lastly clicking Submit

• The user sees a confirmation that submission was successful.

Approval Process in Korbyt

After the web form has been submitted

New Draft Layout

• A new Draft Layout is created in Korbyt.

  • This layout is the submitted content

  • The file name is based on the name provided on the form, and the date and time(UTC) it was submitted

  • Any tags that were part of the template are included on the draft

  • If your form had space for Validity Dates, those have been added to the draft

Email Notification

If you have specified a Korbyt User to receive email notifications for new submissions, those users will receive an email from NoReply@Korbyt.com, the Subject will be Content Submission.

In the email, they will be told the name of the new layout that was submitted in the form of a hyperlink to that specific layout.

They will also have the information that was provided in the Author Info section of the template form

Notification Bell in the CMS

If a Korbyt User has actions needing approval, the Bell icon in the Korbyt CMS will show a red dot

Approval

The Korbyt CMS User can accept the design by opening the Design in the Builder Tool (Pencil Icon) and then clicking the Publish button at the bottom of the control panel.

For more info see Approving Layouts/Messages From Draft To Published

Submission Being Seen

Once the design has been approved and published, if there are Clever Playlist rules to automate it to the screen, it will do so. If there are no clever rules in place, then a Content Approver or Higher in Korbyt will have to add the new layout to a Playlist manually

For more information see
Tagging In Korbyt
Creating and Managing Playlists