Malcolm! now plugs into [Zapier](https://zapier.com). Zapier is an integration platform - [it connects thousands of apps to other apps.](https://zapier.com/apps) In the context of Malcolm! this means that when a Workflow is completed you can use our Zapier integration to route some or all of the data that has been collected from that Workflow through into Zapier and then in turn onto thousands of other apps or services. Here is how to set things up: 1. Firstly set up and publish a workflow in Malcolm! that collects the data you wish to move into other applications 2. In MyMalcolm go to the Settings Section, then Workflows, then Integrations, then click on Zapier 3. Sign up for an account at [Zapier](https://zapier.com) if you don't already have one - it is free - or login if you do have an account. 4. Accept the invite to Malcolm! 5. Still in Zapier, click "Make a Zap" 6. Your trigger app should be Malcolm! and you want it to trigger on a new Workflow completion so hit "Save + Continue" once you have selected this option 7. You now need to connect your Malcolm! instance to your Zapier account - click "Connect an Account" and follow the instructions. Once connected click "Save and Continue" 8. Choose a workflow then "Continue" 9. Wait for a sample to load and then click "Continue" 10. Choose an action App of your choice and configure as required - the exact process will vary from action App to action App but you are likely to need to agree some permissions and choose some options. Once done click "Save + Continue" or "Finish" 11. You will then be able to name your Zap and choose whether it is on or not 12. Back in MyMalcolm, if you find the Workflow you used in your Zap in the Library, select it, then go to Configure then Integrations you should be able to see Zapier has been added. You can turn the integation off here if you want and/or configure it to be conditional (for example to only run when certain choices have been made on a Workflow). Remember that Malcolm! always stores your data (which you can download anytime) - so if Zapier goes down or your integration doesn't seem to work properly no data will be lost. We are hugely excited about the possibilities opened up via Zapier - we hope you are too! If you have questions or need a hand setting things up just [contact us](https://support.malcolm.support/workflows/submit-support-ticket) and we'll be happy to help.

Malcolm! now plugs into [Zapier](https://zapier.com). Zapier is an integration platform - [it connects thousands of apps to other apps.](https://zapier.com/apps) In the context of Malcolm! this means that when a Workflow is completed you can use our Zapier integration to route some or all of the data that has been collected from that Workflow through into Zapier and then in turn onto thousands of other apps or services. Here is how to set things up: 1. Firstly set up and publish a workflow in Malcolm! that collects the data you wish to move into other applications 2. In MyMalcolm go to the Settings Section, then Workflows, then Integrations, then click on Zapier 3. Sign up for an account at [Zapier](https://zapier.com) if you don't already have one - it is free - or login if you do have an account. 4. Accept the invite to Malcolm! 5. Still in Zapier, click "Make a Zap" 6. Your trigger app should be Malcolm! and you want it to trigger on a new Workflow completion so hit "Save + Continue" once you have selected this option 7. You now need to connect your Malcolm! instance to your Zapier account - click "Connect an Account" and follow the instructions. Once connected click "Save and Continue" 8. Choose a workflow then "Continue" 9. Wait for a sample to load and then click "Continue" 10. Choose an action App of your choice and configure as required - the exact process will vary from action App to action App but you are likely to need to agree some permissions and choose some options. Once done click "Save + Continue" or "Finish" 11. You will then be able to name your Zap and choose whether it is on or not 12. Back in MyMalcolm, if you find the Workflow you used in your Zap in the Library, select it, then go to Configure then Integrations you should be able to see Zapier has been added. You can turn the integation off here if you want and/or configure it to be conditional (for example to only run when certain choices have been made on a Workflow). Remember that Malcolm! always stores your data (which you can download anytime) - so if Zapier goes down or your integration doesn't seem to work properly no data will be lost. We are hugely excited about the possibilities opened up via Zapier - we hope you are too! If you have questions or need a hand setting things up just [contact us](https://support.malcolm.support/workflows/submit-support-ticket) and we'll be happy to help.

Malcolm! let's you password protect individual items of content (e.g. a particular FAQ or Workflow) and/or your Hosted Hub. The best option for you will depend on how exactly you use and implement Malcolm! **Password Protection on Hosted Hub** You can add a "start of session" password to your Hosted Hub via the Visibility tab in the Settings section in MyMalcolm. In this area you can add one or more passwords. For example you could add one password that all your users share, or you could give each user an individual password. You can supply a label/description next to the password in MyMalcolm to remind yourself who that password was created for. From the same area you can suspend or delete previously created passwords, as well as see when passwords were last used. When a user visits any page on your Hosted Hub they create a web session. The first time they do this they will be asked for their password. You can configure the exact wording that is used on the password request screen in MyMalcolm! The user will then remain logged in for the remainder of their session. Sessions typically end when the user closes their web browser or after a long period of inactivity. **Password Protection on Individual Content Items** You can also add configure password protection on individual items of content like an FAQ or a Workflow. You do this via the Visibility tab in the Configure section of the individual FAQ or Workflow (which you access via the library in the respective FAQ or Workflow section of MyMalcolm). The default setting for items of content is that they inherit the settings from the Hub. So if no password is set at a Hub level no password is required to view the content. If a password is set at a Hub level then a password will be required at the start of the user session. If you want to ensure that a password is always required before a particular FAQ or Workflow is accessed you should set it at this content level. Bear in mind however that if you also have a Hub password set and a user starts their session with a direct link to individual content that is password protected they will need to enter two passwords: one to get them into the Hub session and a further password to view the content. You can also set an individual item of content to never require a password, even if the Hub has a password set. This can be useful if, for example, you want to put all your content behind a Hub password but want to create a Workflow that lets people request access. In this scenario you would create a Workflow for the purpose of requesting access, set it to never require a password then link to it from the text you can configure on the Hub password request screen. When requests come in you can review them and if you approve you can manually set up the user's password. **Also worth noting** If a user makes three failed password attempts they will not be able to attempt a further password within that session for 30 minutes.

Malcolm! let's you password protect individual items of content (e.g. a particular FAQ or Workflow) and/or your Hosted Hub. The best option for you will depend on how exactly you use and implement Malcolm! **Password Protection on Hosted Hub** You can add a "start of session" password to your Hosted Hub via the Visibility tab in the Settings section in MyMalcolm. In this area you can add one or more passwords. For example you could add one password that all your users share, or you could give each user an individual password. You can supply a label/description next to the password in MyMalcolm to remind yourself who that password was created for. From the same area you can suspend or delete previously created passwords, as well as see when passwords were last used. When a user visits any page on your Hosted Hub they create a web session. The first time they do this they will be asked for their password. You can configure the exact wording that is used on the password request screen in MyMalcolm! The user will then remain logged in for the remainder of their session. Sessions typically end when the user closes their web browser or after a long period of inactivity. **Password Protection on Individual Content Items** You can also add configure password protection on individual items of content like an FAQ or a Workflow. You do this via the Visibility tab in the Configure section of the individual FAQ or Workflow (which you access via the library in the respective FAQ or Workflow section of MyMalcolm). The default setting for items of content is that they inherit the settings from the Hub. So if no password is set at a Hub level no password is required to view the content. If a password is set at a Hub level then a password will be required at the start of the user session. If you want to ensure that a password is always required before a particular FAQ or Workflow is accessed you should set it at this content level. Bear in mind however that if you also have a Hub password set and a user starts their session with a direct link to individual content that is password protected they will need to enter two passwords: one to get them into the Hub session and a further password to view the content. You can also set an individual item of content to never require a password, even if the Hub has a password set. This can be useful if, for example, you want to put all your content behind a Hub password but want to create a Workflow that lets people request access. In this scenario you would create a Workflow for the purpose of requesting access, set it to never require a password then link to it from the text you can configure on the Hub password request screen. When requests come in you can review them and if you approve you can manually set up the user's password. **Also worth noting** If a user makes three failed password attempts they will not be able to attempt a further password within that session for 30 minutes.

A very powerful feature of Malcolm! is the ability to populate one or more values within a Workflow via the URL to the Workflow itself. Malcolm! also offers associated options around whether a user completing a Workflow can see or edit that value. This is extremely powerful if - for example - you want to pass into a Workflow information that lets you identify who has completed it - such as a customer ID or perhaps some other form of unique reference that lets you know what the information relates to (eg an order or transaction id) For example, let's say a customer has created an order with order ID 12345 and you need some further information to fulfil the order. Rather than send them a Workflow which asks them for their order ID as one of the questions (or relies on you manually linking the submitted Workflow with a completed order your side) you could send them a link in the format https://url.com/workflows/order-info-needed?orderid=12345 You can put values for multiple fields in the URL too eg https://url.com/workflows/order-info-needed?orderid=12345&anotherfield=abcde You can choose whether the user filling in the Workflow will see the Order ID repeated on their Workflow or not. If they can see it you can choose whether they can edit it or not. You can also choose what the descriptors in the URL (in the example above the "orderid" part) actually are. All these configurations are made by clicking on the individual element in the Workflow builder in MyMalcolm and scrolling to the "Settings" area. When the Workflow is submitted you will receive the Order ID (and any other fields you have completed via the URL) as part of the submitted information. When you combine the ability to populate fields by variables in the URL with the integration functionality of Malcolm! it becomes even more powerful as you could programmatically send out Workflows for completion (with some identifying information inserted via an auto generated URL) and then combine them with your other systems on submission via an integration or a webhook using the identifying information to link things together. This becomes a great way to send out surveys, create follow ups to marketing campaigns, extend the functionality you offer to "logged in" users etc etc - the possibilities are endless!

A very powerful feature of Malcolm! is the ability to populate one or more values within a Workflow via the URL to the Workflow itself. Malcolm! also offers associated options around whether a user completing a Workflow can see or edit that value. This is extremely powerful if - for example - you want to pass into a Workflow information that lets you identify who has completed it - such as a customer ID or perhaps some other form of unique reference that lets you know what the information relates to (eg an order or transaction id) For example, let's say a customer has created an order with order ID 12345 and you need some further information to fulfil the order. Rather than send them a Workflow which asks them for their order ID as one of the questions (or relies on you manually linking the submitted Workflow with a completed order your side) you could send them a link in the format https://url.com/workflows/order-info-needed?orderid=12345 You can put values for multiple fields in the URL too eg https://url.com/workflows/order-info-needed?orderid=12345&anotherfield=abcde You can choose whether the user filling in the Workflow will see the Order ID repeated on their Workflow or not. If they can see it you can choose whether they can edit it or not. You can also choose what the descriptors in the URL (in the example above the "orderid" part) actually are. All these configurations are made by clicking on the individual element in the Workflow builder in MyMalcolm and scrolling to the "Settings" area. When the Workflow is submitted you will receive the Order ID (and any other fields you have completed via the URL) as part of the submitted information. When you combine the ability to populate fields by variables in the URL with the integration functionality of Malcolm! it becomes even more powerful as you could programmatically send out Workflows for completion (with some identifying information inserted via an auto generated URL) and then combine them with your other systems on submission via an integration or a webhook using the identifying information to link things together. This becomes a great way to send out surveys, create follow ups to marketing campaigns, extend the functionality you offer to "logged in" users etc etc - the possibilities are endless!

Malcolm! is a super powerful and flexible web based product but it might seem a bit confusing at first. Here is a quick primer on some core Malcolm! concepts and features which we hope will help you understand the product and use it in the way that makes sense to you and your business. **Core Components of Malcolm!** Malcolm! has two core content components: ***Malcolm! FAQ*** and ***Malcolm! Workflow.*** Malcolm! FAQ is all about answering your user's questions and/or providing information (eg a how-to or a policy). Malcolm! Workflow is all about taking your users through tasks or procedures. Before we created Malcolm! we spent a lot of time building online systems that helped companies digitise what they do. We found that - in broad terms - this came down to designing and developing systems that: * answered questions and * took users through a process. **For example** Lets say you sell and service industrial heating systems. A potential customer might want to know if you service a particular type of boiler that they have in their office. You can let that potential customer find the answer to that question themselves via Malcolm!. You'd create a question along the lines of "Which types of boiler do you service?" and in your answer you'd include all the makes and models that you work with. Your potential customer would come to your website, and be able to find the answer themselves using Malcolm! Next, having learnt you do indeed service the boiler they have in their office they might want to book a service appointment. To do this you are likely to need to know a few details - for example their name, their company name, where their office is and perhaps a few other details like their phone number and email, when they are available for a service visit, any issues they are having with the boiler and when it was last serviced. You can create a form that asks all those questions in Malcolm! and add that form as a "Book a service" link onto your website. When a customer fills that form in Malcolm! can email you all the details. Malcolm! can also do lots of other clever things like pass that request into other systems that you might use. **Why would I want to do this?** * **Customers like it** - nowadays more and more people prefer to do things online * **You look professional and slick** - Malcolm! can integrate with your existing website and you can style all the screens to match your brand * **It's available 24/7/365** - customers can find what they need at a time that suits them * **Save time** - stop burning time answering the same questions or doing the same process again and again * **Consistency**- receive complete information from your customers in the format you need it * **Efficiency** - pass customer information collected via Malcolm! into your other systems automatically * **Get feedback** - Malcolm! let's your customers feedback to you whether the information they found was helpful or areas for improvement * **Analytics**- get statistics on what customers are searching for, what they are reading and the most popular times for certain types of requests * **Great management tools** - You and your internal team / staff can see everything at a glance via MyMalcolm - the comprehensive control panel area of Malcolm! [You can see some examples of possible uses of Malcolm! here](https://malcolm.app/examples) **Use Malcolm! FAQs and Workflows together or separately** One of the things to bear in mind is that you can use the FAQ and Workflows parts of Malcolm! together or individually. It may be that you want to build a customer knowledge base using Malcolm! FAQ but you have no need for Workflows at the moment. That is no problem! Similarly you might want to create a series of web forms for various user servicing tasks using Malcolm! Workflow but don't need to answer questions with FAQs. Again this is no issue. You simply use the parts of Malcolm! that make sense to you and your business. **How does Malcolm! work with my current website?** At the heart of Malcolm! is flexibility. We want to make it as easy as possible to work with our system. We also want to offer options for a wide user base - from a one man band with no or limited web development knowledge through to big companies who may have large in house technical teams. At one of the end of the scale is our Hosted Hub. Every instance of Malcolm! comes with a hosted Hub. This is a website that we host for you. You can customise it entirely to your requirements. You can change the branding, the colours, the fonts, the layout, the copy, the icons etc etc. You can even configure it to work on one of your own domains or sub domains. If you don't have a current website your Hosted Hub could be your main website. If you already have your main website at www.domain.com you could set up your fully branded Malcolm! Hosted Hub at a sub domain like support.domain.com or help.domain.com or customers.domain.com Some customers may not wish to do this and instead may wish to integrate Malcolm! into their current website. No problem! We have a whole section in the MyMalcolm Control Panel dedicated to this and there a variety of ways you can bring content and functionality from Malcolm! into your own website. We've also got a plugin for Wordpress and a variety of widgets and further integration options. Want a floating widget? No problem. Want a button which opens a modal/overlay? No problem. Customers on our Enterprise plans can have full programmatic access to Malcolm! content and functionality via our comprehensive API. **Don't forget your Internal Customers!** Remember that your business or organisation may have more than one type of "customer!". As well as using Malcolm! with members of the general public you can also use it internally to help a particular business function or department. For example: * In our example of being an industrial heating sales & service company above you could use an instance of Malcolm! for your service engineers. Various knowledge about things you service could be stored in Malcolm FAQ! and you could build digital versions of processes or business procedure in Malcolm! Workflow - for example job sheets or part order forms. * You could use Malcolm! as an online presence for your [Human Resources](https://malcolm.app/examples/human-resources) or [Finance department](https://malcolm.app/examples/finance) * You could use Malcolm! as a way of [communicating information about your premises or facilities](https://malcolm.app/examples/commercial) * You could use Malcolm! as a home for an [internal project or initiative](https://malcolm.app/examples/internal)

Malcolm! is a super powerful and flexible web based product but it might seem a bit confusing at first. Here is a quick primer on some core Malcolm! concepts and features which we hope will help you understand the product and use it in the way that makes sense to you and your business. **Core Components of Malcolm!** Malcolm! has two core content components: ***Malcolm! FAQ*** and ***Malcolm! Workflow.*** Malcolm! FAQ is all about answering your user's questions and/or providing information (eg a how-to or a policy). Malcolm! Workflow is all about taking your users through tasks or procedures. Before we created Malcolm! we spent a lot of time building online systems that helped companies digitise what they do. We found that - in broad terms - this came down to designing and developing systems that: * answered questions and * took users through a process. **For example** Lets say you sell and service industrial heating systems. A potential customer might want to know if you service a particular type of boiler that they have in their office. You can let that potential customer find the answer to that question themselves via Malcolm!. You'd create a question along the lines of "Which types of boiler do you service?" and in your answer you'd include all the makes and models that you work with. Your potential customer would come to your website, and be able to find the answer themselves using Malcolm! Next, having learnt you do indeed service the boiler they have in their office they might want to book a service appointment. To do this you are likely to need to know a few details - for example their name, their company name, where their office is and perhaps a few other details like their phone number and email, when they are available for a service visit, any issues they are having with the boiler and when it was last serviced. You can create a form that asks all those questions in Malcolm! and add that form as a "Book a service" link onto your website. When a customer fills that form in Malcolm! can email you all the details. Malcolm! can also do lots of other clever things like pass that request into other systems that you might use. **Why would I want to do this?** * **Customers like it** - nowadays more and more people prefer to do things online * **You look professional and slick** - Malcolm! can integrate with your existing website and you can style all the screens to match your brand * **It's available 24/7/365** - customers can find what they need at a time that suits them * **Save time** - stop burning time answering the same questions or doing the same process again and again * **Consistency**- receive complete information from your customers in the format you need it * **Efficiency** - pass customer information collected via Malcolm! into your other systems automatically * **Get feedback** - Malcolm! let's your customers feedback to you whether the information they found was helpful or areas for improvement * **Analytics**- get statistics on what customers are searching for, what they are reading and the most popular times for certain types of requests * **Great management tools** - You and your internal team / staff can see everything at a glance via MyMalcolm - the comprehensive control panel area of Malcolm! [You can see some examples of possible uses of Malcolm! here](https://malcolm.app/examples) **Use Malcolm! FAQs and Workflows together or separately** One of the things to bear in mind is that you can use the FAQ and Workflows parts of Malcolm! together or individually. It may be that you want to build a customer knowledge base using Malcolm! FAQ but you have no need for Workflows at the moment. That is no problem! Similarly you might want to create a series of web forms for various user servicing tasks using Malcolm! Workflow but don't need to answer questions with FAQs. Again this is no issue. You simply use the parts of Malcolm! that make sense to you and your business. **How does Malcolm! work with my current website?** At the heart of Malcolm! is flexibility. We want to make it as easy as possible to work with our system. We also want to offer options for a wide user base - from a one man band with no or limited web development knowledge through to big companies who may have large in house technical teams. At one of the end of the scale is our Hosted Hub. Every instance of Malcolm! comes with a hosted Hub. This is a website that we host for you. You can customise it entirely to your requirements. You can change the branding, the colours, the fonts, the layout, the copy, the icons etc etc. You can even configure it to work on one of your own domains or sub domains. If you don't have a current website your Hosted Hub could be your main website. If you already have your main website at www.domain.com you could set up your fully branded Malcolm! Hosted Hub at a sub domain like support.domain.com or help.domain.com or customers.domain.com Some customers may not wish to do this and instead may wish to integrate Malcolm! into their current website. No problem! We have a whole section in the MyMalcolm Control Panel dedicated to this and there a variety of ways you can bring content and functionality from Malcolm! into your own website. We've also got a plugin for Wordpress and a variety of widgets and further integration options. Want a floating widget? No problem. Want a button which opens a modal/overlay? No problem. Customers on our Enterprise plans can have full programmatic access to Malcolm! content and functionality via our comprehensive API. **Don't forget your Internal Customers!** Remember that your business or organisation may have more than one type of "customer!". As well as using Malcolm! with members of the general public you can also use it internally to help a particular business function or department. For example: * In our example of being an industrial heating sales & service company above you could use an instance of Malcolm! for your service engineers. Various knowledge about things you service could be stored in Malcolm FAQ! and you could build digital versions of processes or business procedure in Malcolm! Workflow - for example job sheets or part order forms. * You could use Malcolm! as an online presence for your [Human Resources](https://malcolm.app/examples/human-resources) or [Finance department](https://malcolm.app/examples/finance) * You could use Malcolm! as a way of [communicating information about your premises or facilities](https://malcolm.app/examples/commercial) * You could use Malcolm! as a home for an [internal project or initiative](https://malcolm.app/examples/internal)

Integrations are a way of passing data you collect in a Malcolm! Workflow into other third party software or systems. We currently offer integrations with: * [Dropbox](http://www.dropbox.com) * [Mailchimp](http://www.mailchimp.com) * [Mandrill](http://www.mandrill.com) * [Twilio](http://www.twilio.com) * [Zendesk](http://www.zendesk.com) * and over 1,500 over apps via Zapier.com ([more info here](https://support.malcolm.support/faqs/how-do-i-use-zapier-to-connect-malcolm-to-other-applications-or-services-i-use)) **Configuring Integrations** Once you have created your Workflow, go to the Configure section and select Integrations. There you can link your third party accounts at our integration partners to your Malcolm! Instance by providing your credentials. Once your accounts are linked you can configure integrations with that partner and choose the data from your Workflow that is passed across. You can configure whether data is passed on every Workflow completion or only when certain conditions are met. It is possible to have multiple integrations so, for example, you could create a form which collected details from a new customer including a copy of their ID. You could then subscribe that new customer to a Mailchimp mailing list and store their uploaded ID documents in your Dropbox account by creating two integrations. **Customer Consent** A reminder that it is good practice - and in certain territories a legal requirement - to ensure that your customers actively consent to their data being passed to third party companies who, like Malcolm!, act as data processors on your behalf. You act as the data controller. Most companies handle this consent via provisions in their Privacy Policy which their customers agree to. It is good practice therefore to include a check box in your Workflows that reminds customers of your Privacy Policy and their continuing agreement of it. **Integration Failures** Sometimes integrations may fail. This could be for a variety of reasons, for example the integration partner's API's may be down and/or there may be a problem with your account at the third party provider (for example your Dropbox account may be over quota). Firstly don't worry re losing customer data - Malcolm! will always store any user submitted data so if there is a problem with an integration you won't lose any data. When a problem occurs we'll create a notification to let you know and periodically retry the integration. You can review the Integration logs and retry a failed integration event manually via MyMalcolm (navigate to the Workflow via Library then select Integration logs) **More Integrations coming soon!** We will be adding more and more integrations to Malcolm! in the coming months. If there is a particular integration you'd like us to add [please let us know! ](https://support.malcolm.support/workflows/feedback)

Integrations are a way of passing data you collect in a Malcolm! Workflow into other third party software or systems. We currently offer integrations with: * [Dropbox](http://www.dropbox.com) * [Mailchimp](http://www.mailchimp.com) * [Mandrill](http://www.mandrill.com) * [Twilio](http://www.twilio.com) * [Zendesk](http://www.zendesk.com) * and over 1,500 over apps via Zapier.com ([more info here](https://support.malcolm.support/faqs/how-do-i-use-zapier-to-connect-malcolm-to-other-applications-or-services-i-use)) **Configuring Integrations** Once you have created your Workflow, go to the Configure section and select Integrations. There you can link your third party accounts at our integration partners to your Malcolm! Instance by providing your credentials. Once your accounts are linked you can configure integrations with that partner and choose the data from your Workflow that is passed across. You can configure whether data is passed on every Workflow completion or only when certain conditions are met. It is possible to have multiple integrations so, for example, you could create a form which collected details from a new customer including a copy of their ID. You could then subscribe that new customer to a Mailchimp mailing list and store their uploaded ID documents in your Dropbox account by creating two integrations. **Customer Consent** A reminder that it is good practice - and in certain territories a legal requirement - to ensure that your customers actively consent to their data being passed to third party companies who, like Malcolm!, act as data processors on your behalf. You act as the data controller. Most companies handle this consent via provisions in their Privacy Policy which their customers agree to. It is good practice therefore to include a check box in your Workflows that reminds customers of your Privacy Policy and their continuing agreement of it. **Integration Failures** Sometimes integrations may fail. This could be for a variety of reasons, for example the integration partner's API's may be down and/or there may be a problem with your account at the third party provider (for example your Dropbox account may be over quota). Firstly don't worry re losing customer data - Malcolm! will always store any user submitted data so if there is a problem with an integration you won't lose any data. When a problem occurs we'll create a notification to let you know and periodically retry the integration. You can review the Integration logs and retry a failed integration event manually via MyMalcolm (navigate to the Workflow via Library then select Integration logs) **More Integrations coming soon!** We will be adding more and more integrations to Malcolm! in the coming months. If there is a particular integration you'd like us to add [please let us know! ](https://support.malcolm.support/workflows/feedback)

We offer three types of plan and pricing - [they can be viewed here. ](https://malcolm.support/pricing) We bill on a per instance basis - [you can read more about instances here. ](https://support.malcolm.support/faqs/what-is-an-instance)

We offer three types of plan and pricing - [they can be viewed here. ](https://malcolm.support/pricing) We bill on a per instance basis - [you can read more about instances here. ](https://support.malcolm.support/faqs/what-is-an-instance)

Malcolm! has an inbuilt versioning system and optional scheduled publishing and approval functionality. Versions can be useful if you change the answer to a question but at a later date want to revert the answer back to a previous version. They can also be useful for compliance and regulatory reasons, eg in the future you might want to review what your FAQ answer was at a certain point in time. Versions also enable you to "prep" updated content ahead of it going live. For example if you are revising your product or service you might need to update your FAQ content. But you might not want that new updated content to go live until your the changes to your product or service also go live. **How Versioning Works** When you first create an FAQ you are creating a draft. When you have finished editing you publish that draft into a version. When you make a version live that version is then what your customers see. You can choose which version of content is live via the publishing section of an FAQ. To get to this browse to FAQ via the Library, then once selected go into the Publishing section. You can also start a new draft based on a published version. **How Scheduled Publishing Works** As well as choosing to make a version live immediately you can also choose to make a version live at a certain date and time in the future. You may only want a version to be live for a certain period of time so you may wish to set an end date. You may also want different versions live at different times. You can set this up and manage and edit upcoming schedules in the publishing section of an FAQ. **How Approvals Work** The Approval functionality adds a stage between turning a draft into a published version - the draft has to be approved. This functionality can be useful if you work in an organisation where a legal or compliance department wants to review any changes to customer facing communications. It can also be useful if one team member, for example a manager or editor, wants to ensure they personally review all content changes submitted by staff members (or perhaps freelancers) before those changes are allowed to go live. Approvals functionality is off by default. To turn it on go to the Settings section, Advanced settings. Although you can technically approve your own content the approval functionality makes most sense when you have several team members on an Instance. So it tends to be used by instances that are on our Team or Enterprise plan. You can choose which users on your instance have the approval privilege via the Team section. Notes can be added to each draft you put forward for approval. An approver can accept or reject a draft and also add notes. If you are waiting for your content to be approved, or you are a user with the approval privilege you can access your options in the Publishing section. This can be accessed globally (ie showing activity and options across all FAQs) within the first level of FAQ or via an individual FAQ where just activity and options for that individual FAQ is shown. )

Malcolm! has an inbuilt versioning system and optional scheduled publishing and approval functionality. Versions can be useful if you change the answer to a question but at a later date want to revert the answer back to a previous version. They can also be useful for compliance and regulatory reasons, eg in the future you might want to review what your FAQ answer was at a certain point in time. Versions also enable you to "prep" updated content ahead of it going live. For example if you are revising your product or service you might need to update your FAQ content. But you might not want that new updated content to go live until your the changes to your product or service also go live. **How Versioning Works** When you first create an FAQ you are creating a draft. When you have finished editing you publish that draft into a version. When you make a version live that version is then what your customers see. You can choose which version of content is live via the publishing section of an FAQ. To get to this browse to FAQ via the Library, then once selected go into the Publishing section. You can also start a new draft based on a published version. **How Scheduled Publishing Works** As well as choosing to make a version live immediately you can also choose to make a version live at a certain date and time in the future. You may only want a version to be live for a certain period of time so you may wish to set an end date. You may also want different versions live at different times. You can set this up and manage and edit upcoming schedules in the publishing section of an FAQ. **How Approvals Work** The Approval functionality adds a stage between turning a draft into a published version - the draft has to be approved. This functionality can be useful if you work in an organisation where a legal or compliance department wants to review any changes to customer facing communications. It can also be useful if one team member, for example a manager or editor, wants to ensure they personally review all content changes submitted by staff members (or perhaps freelancers) before those changes are allowed to go live. Approvals functionality is off by default. To turn it on go to the Settings section, Advanced settings. Although you can technically approve your own content the approval functionality makes most sense when you have several team members on an Instance. So it tends to be used by instances that are on our Team or Enterprise plan. You can choose which users on your instance have the approval privilege via the Team section. Notes can be added to each draft you put forward for approval. An approver can accept or reject a draft and also add notes. If you are waiting for your content to be approved, or you are a user with the approval privilege you can access your options in the Publishing section. This can be accessed globally (ie showing activity and options across all FAQs) within the first level of FAQ or via an individual FAQ where just activity and options for that individual FAQ is shown. )

You can add Javascript tracking tags via the Settings Section of MyMalcolm. Select Tracking tags within that section. For Google Analytics you can just add your GA ID. For users of Google Tag Manager you can add your GTM ID then manage all tags via their interface. For any other tags add these in the "Any other Javascript snippets" area. If you wish to use another tag manager you could add that tag managers code in the "Any other Javascript snippets" area and then manage your tags via their interface.

You can add Javascript tracking tags via the Settings Section of MyMalcolm. Select Tracking tags within that section. For Google Analytics you can just add your GA ID. For users of Google Tag Manager you can add your GTM ID then manage all tags via their interface. For any other tags add these in the "Any other Javascript snippets" area. If you wish to use another tag manager you could add that tag managers code in the "Any other Javascript snippets" area and then manage your tags via their interface.

An instance is a collection of related FAQ’s and/or Workflows that your users will see and interact with plus a set of management tools that you and other members of your staff or team will use. Each instance also includes an optional hosted hub that you can customise and brand. If you decide to use Malcolm! in two distinct areas of your business it can make sense to have two different instances. For example you could use one instance of Malcolm! to support customers of your product or service and another instance as an internal HR portal. [You can see some examples of how Malcolm! instances can be used here](https://malcolm.app/examples) **Instance Billing** Our billing is based around instances. You can start an instance any time and enjoy a 14 day trial. This can be great for trying ideas out. If you want to keep using the instance beyond 14 days you'll need to choose a plan and give us your card details, or agree an enterprise plan with us. **Instance Owners** Each instance will have an owner. This is the master user who is ultimately responsible for the instance. If you are on a Team or Enterprise plan you can invite other users to the instance too. If you need to transfer ownership of the instance to another user (for instance if you are leaving a company or organisation) you can do that as long as the proposed new owner agrees.

An instance is a collection of related FAQ’s and/or Workflows that your users will see and interact with plus a set of management tools that you and other members of your staff or team will use. Each instance also includes an optional hosted hub that you can customise and brand. If you decide to use Malcolm! in two distinct areas of your business it can make sense to have two different instances. For example you could use one instance of Malcolm! to support customers of your product or service and another instance as an internal HR portal. [You can see some examples of how Malcolm! instances can be used here](https://malcolm.app/examples) **Instance Billing** Our billing is based around instances. You can start an instance any time and enjoy a 14 day trial. This can be great for trying ideas out. If you want to keep using the instance beyond 14 days you'll need to choose a plan and give us your card details, or agree an enterprise plan with us. **Instance Owners** Each instance will have an owner. This is the master user who is ultimately responsible for the instance. If you are on a Team or Enterprise plan you can invite other users to the instance too. If you need to transfer ownership of the instance to another user (for instance if you are leaving a company or organisation) you can do that as long as the proposed new owner agrees.

Malcolm! Help & Support - browse our Frequently Asked Questions and support articles

How do I use Zapier to connect Malcolm! to other applications or services I use?

Malcolm! now plugs into Zapier - find out how to use it here!

integrations MyMalcolm zapier

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How does Password Protection of Content (FAQs or Workflows) work?

Find a summary of how to password protect your content and/or your Hosted Hub here

introduction MyMalcolm overview password

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Can I set Workflow values in a URL?

Yes - this is one of the features that makes Malcolm! Workflows super powerful!

integrations logic overview

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Understanding Malcolm! - some concepts and how to use the product

A quick overview of key Malcolm! concepts

introduction overview

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What are Integrations?

Integrations are a way of passing data you collect in a Malcolm! Workflow into other third party software or systems.

MyMalcolm overview

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How many instances can I have?

There is no limit to the number of Malcolm! instances your user account can be attached to.

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What does Malcolm! cost?

We offer three types of plan and pricing.

cost payment plans

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How do drafts, versions, publishing and approvals of FAQs work?

Malcolm! has an inbuilt versioning system and optional scheduled publishing and approval functionality.

approvals MyMalcolm versions

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Can I put tracking tags in my FAQs / Workflows / Hosted Hub?

Yes - you do this via Settings in MyMalcolm.

analytics MyMalcolm stats tags

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What is an Instance?

An instance is a collection of related FAQ’s and/or Workflows that your users will see and interact with and a set of management tools that you and other members of your staff or team will use.

introduction overview

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How can we help?

Using Malcolm! and need help?

What do you think of Malcolm?

How do I use Zapier to connect Malcolm! to other applications or services I use?

How does Password Protection of Content (FAQs or Workflows) work?

Can I set Workflow values in a URL?

Understanding Malcolm! - some concepts and how to use the product

What are Integrations?

How many instances can I have?

What does Malcolm! cost?

How do drafts, versions, publishing and approvals of FAQs work?

Can I put tracking tags in my FAQs / Workflows / Hosted Hub?

What is an Instance?

Using Malcolm! and need help?

What do you think of Malcolm?

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