Permission to view entry

I am trying to create a workflow for permission after a user has filled in the form, but the form just either says “You don’t have permission to view this entry.” or shows a blank screen.

The flow is like:
customer filled in the form → notification email to the manager with the link to approve the form → {workflow_entry_link: page_id=“XXX” text=“Click Here” token=“true”} → don’t have permission.
We are just stuck there. Is the link supposed to work on every browser, even on the incognito mode? The purpose here is to ensure that all users may access these form entries by clicking on the link.

Can someone please help? I am desperate. Thank you all in advances.

If the manager is an assignee based on a user or role in WordPress, you don’t need to include the token=“true” portion. In fact, if they are logged in and opening the link through non-incognito mode, that could be part of your problem.

With email field based assignees, the token will be added - but you can still run into similar issues if the assignee has a WP user account based on the same email address. In those cases, we recommend using a filter like gravityflow_step_assignees to get the assignee based on their WP user instead.

Is the link supposed to work on every browser, even on the incognito mode?
Yes - either first by prompting them through a WP login (user/role) or directly (email field) assignees. Please reach out to us through your account support and we’ll help to narrow down what the configuration issue is on the notification/link.

Regards,
Jamie

Hi Jamie, thanks for your response and I want to rephrase the question a bit.

We are stuck on the final stage which is the customer approval (the assignee is the contact person’s email entered by the customer). That contact person has no problem opening the email but for other parties involved (like our partners/manager, they are non-logged-in users) who got the same email with bcc function couldn’t open that link to see the entry.

On the workflow-entry page, we already used shortcodes: display_all and allow_anonymous. Is it because final step is using an email-based access token generation? Lack of WordPress user account is likely preventing token validation? If that is the case, what would be the possible solution? Ideally, we want every parties with the link can see the entry (even in private window). Thanks again.

Removing the token parameter will allow Gravity Flow to send email-based assignees the tokenized link and any WP user/role assignees the non-token version that would correct any immediate issues. Instead of BCC: and the approach to shortcode you describe, you might be better to:

  • Use a separate notification step that goes to staff which points to a page where they can view all entries but requires WP user login to access.
  • The customer approval assignee notification goes to the email based assignee on a inbox page that is more of standard shortcode setup.

Reach out to us through your Account - Gravity Flow support page and we can help you get it configured properly if the above isn’t enough.

J

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