You can easily embed YouTube or Vimeo videos into your FAQs. To do this use the embed code provided by each of the platforms. ![Screenshot 2018-11-08 20.01.41.png](https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/m6StT5M3j9/Screenshot%202018-11-08%2020.01.41.png) Within the FAQ compose interface press the video icon. This will bring up an area where you can insert this code. ![Screenshot 2018-11-08 19.59.19.png](https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/QUvah1y7Eh/Screenshot%202018-11-08%2019.59.19.png)

You can easily embed YouTube or Vimeo videos into your FAQs. To do this use the embed code provided by each of the platforms. ![Screenshot 2018-11-08 20.01.41.png](https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/m6StT5M3j9/Screenshot%202018-11-08%2020.01.41.png) Within the FAQ compose interface press the video icon. This will bring up an area where you can insert this code. ![Screenshot 2018-11-08 19.59.19.png](https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/QUvah1y7Eh/Screenshot%202018-11-08%2019.59.19.png)

If you are using Google Tag Manager on a site or application it is very easy to deploy the Malcolm! widget into that property via GTM. Here is a step by step guide: 1. Set up your widget in the Share section of MyMalcolm ([there is a guide here](https://support.malcolm.support/faqs/what-is-the-malcolm-widget)) and copy the embed code to your clipboard 2. In GTM click "Add a new Tag" 3. In Tag Configuration select a "custom HTML" tag type 4. Paste in the embed code from your clipboard 5. You don't need to support document.write 6. For your trigger use page view on all pages (assuming you want the widget to appear on all pages)

If you are using Google Tag Manager on a site or application it is very easy to deploy the Malcolm! widget into that property via GTM. Here is a step by step guide: 1. Set up your widget in the Share section of MyMalcolm ([there is a guide here](https://support.malcolm.support/faqs/what-is-the-malcolm-widget)) and copy the embed code to your clipboard 2. In GTM click "Add a new Tag" 3. In Tag Configuration select a "custom HTML" tag type 4. Paste in the embed code from your clipboard 5. You don't need to support document.write 6. For your trigger use page view on all pages (assuming you want the widget to appear on all pages)

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.

Yes, the best way to do this is via an external host like YouTube or Vimeo. [Find out more here. ](https://support.malcolm.support/faqs/can-i-embed-youtube-or-vimeo-videos-in-my-faqs)

Sometimes you may wish to use Workflows but restrict other Team members on your instance from having access to the data that is submitted by your end users. **Here is how to do this:** * Access is managed via the "Team" section of MyMalcolm. * In that section if you click on a Team Member then select "privileges" you can configure whether a user can see and/or export submitted Workflow data. You can even remove all their access to the Workflow section. * Depending on their settings the Instance Owner and some Team Members may also receive submitted data via email alerts. [See more about managing email alerts here.](https://support.malcolm.support/faqs/can-i-turn-off-automatic-email-alerts) * Regardless of their own preferences Team Members won't receive email alerts relating to Workflow completion if they don't have access to Workflow submitted values and exports. **Some related things to be aware of:** * Remember that on a Workflow level further email recipients can be added in the "email answers" part of the configure section of the individual Workflow - it may make sense to review this recipient list at the same time you review who on your team has access to end user submitted data. * Be aware that if you are pushing some or all of the submitted data to third party systems via Integrations or Web Hooks then submitted data will potentially be viewable by users in those systems. [We recommend that you review this article to read about GDPR and how it applies to Malcolm! and your users.](https://support.malcolm.support/faqs/is-malcolm-gdpr-compliant)

Sometimes you may wish to use Workflows but restrict other Team members on your instance from having access to the data that is submitted by your end users. **Here is how to do this:** * Access is managed via the "Team" section of MyMalcolm. * In that section if you click on a Team Member then select "privileges" you can configure whether a user can see and/or export submitted Workflow data. You can even remove all their access to the Workflow section. * Depending on their settings the Instance Owner and some Team Members may also receive submitted data via email alerts. [See more about managing email alerts here.](https://support.malcolm.support/faqs/can-i-turn-off-automatic-email-alerts) * Regardless of their own preferences Team Members won't receive email alerts relating to Workflow completion if they don't have access to Workflow submitted values and exports. **Some related things to be aware of:** * Remember that on a Workflow level further email recipients can be added in the "email answers" part of the configure section of the individual Workflow - it may make sense to review this recipient list at the same time you review who on your team has access to end user submitted data. * Be aware that if you are pushing some or all of the submitted data to third party systems via Integrations or Web Hooks then submitted data will potentially be viewable by users in those systems. [We recommend that you review this article to read about GDPR and how it applies to Malcolm! and your users.](https://support.malcolm.support/faqs/is-malcolm-gdpr-compliant)

If you want to send an end user who completes a Workflow an email you can do this via an integration. We currently offer a direct Mandrill integration and there are lots of options [via Zapier](https://zapier.com/apps/categories/transactional-email). The reason for this approach is that you are likely to want to send a branded email to your Workflow form filler and you are likely to want to send it from your own email address. Because of this it's better to pass the data through from Malcolm! to an account you have with a transactional email service where you have set up SPF and DKIM etc to ensure deliverability. They also offer a whole load of functionality it doesn't make sense for us to replicate our side.

If you want to send an end user who completes a Workflow an email you can do this via an integration. We currently offer a direct Mandrill integration and there are lots of options [via Zapier](https://zapier.com/apps/categories/transactional-email). The reason for this approach is that you are likely to want to send a branded email to your Workflow form filler and you are likely to want to send it from your own email address. Because of this it's better to pass the data through from Malcolm! to an account you have with a transactional email service where you have set up SPF and DKIM etc to ensure deliverability. They also offer a whole load of functionality it doesn't make sense for us to replicate our side.

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! auto generates certain listings of FAQs such as most helpful, most popular, recently added and trending. If an FAQ is hidden ([see here for more info](https://support.malcolm.support/faqs/how-do-i-hide-an-faq) it won't be included in these listings but sometimes you may wish to exclude a regular non hidden FAQ from these listings. You can do this via in MyMalcolm via the individual FAQ's visibility settings (FAQs / Library / Configure / Visibility):

Malcolm! auto generates certain listings of FAQs such as most helpful, most popular, recently added and trending. If an FAQ is hidden ([see here for more info](https://support.malcolm.support/faqs/how-do-i-hide-an-faq) it won't be included in these listings but sometimes you may wish to exclude a regular non hidden FAQ from these listings. You can do this via in MyMalcolm via the individual FAQ's visibility settings (FAQs / Library / Configure / Visibility):

Malcolm! will automatically send you email alerts when certain activity happens on your instance, such as a user leaving feedback or a Workflow being completed. Wherever possible we aggregate these alerts so you receive fewer emails but if you'd rather not receive them you can easily turn them off. To do this, from the MyMalcolm control panel area, click your name at the top of the screen where it says "Logged in as" You'll then be taken to your personal preferences. If you select the "Notifications" tab on the left you'll be able to edit the notifications you receive. Remember to hit "Save" once you are done! Note that your notificatons are based on an instance. If you are a user on more than one instance you should first switch to the instance you wish to adjust notifications for. You can do this using the drop down selector at the top right of the screen. You can therefore have different notification preferences for different instances. The notificiation preferences you choose are personal to you and will not affect the notifications of other team members on an instance.

Malcolm! will automatically send you email alerts when certain activity happens on your instance, such as a user leaving feedback or a Workflow being completed. Wherever possible we aggregate these alerts so you receive fewer emails but if you'd rather not receive them you can easily turn them off. To do this, from the MyMalcolm control panel area, click your name at the top of the screen where it says "Logged in as" You'll then be taken to your personal preferences. If you select the "Notifications" tab on the left you'll be able to edit the notifications you receive. Remember to hit "Save" once you are done! Note that your notificatons are based on an instance. If you are a user on more than one instance you should first switch to the instance you wish to adjust notifications for. You can do this using the drop down selector at the top right of the screen. You can therefore have different notification preferences for different instances. The notificiation preferences you choose are personal to you and will not affect the notifications of other team members on an instance.

If you would like to turn off the ability for a user to have a particular FAQ emailed to them you can do this on a per FAQ basis via the Configure / General area of the FAQ in MyMalcolm: If you want to turn off this feature for all FAQ's in the instance you can do this globally via Settings / FAQs / General Settings:

If you would like to turn off the ability for a user to have a particular FAQ emailed to them you can do this on a per FAQ basis via the Configure / General area of the FAQ in MyMalcolm: If you want to turn off this feature for all FAQ's in the instance you can do this globally via Settings / FAQs / General Settings:

If you'd like to hide the "last updated" date displayed on an FAQ you can do this on a per FAQ basis via the Configure / General area of the FAQ in MyMalcolm: If you want to turn off this feature for all FAQ's in the instance you can do this globally via Settings / FAQs / General Settings:

If you'd like to hide the "last updated" date displayed on an FAQ you can do this on a per FAQ basis via the Configure / General area of the FAQ in MyMalcolm: If you want to turn off this feature for all FAQ's in the instance you can do this globally via Settings / FAQs / General Settings:

It can be very useful to give your users the option to save progress on a Workflow and come back to complete the rest later. It's especially helpful if a you have built a long multi-stage Workflow like an application form. You turn this feature on in MyMalcolm - go to the Configure screen of each individual Workflow. When turned on users will see an option to "Finish Later" at the bottom of each Workflow screen. When clicked this will bring up an overlay asking them to enter their email address. A unique link will then be emailed that when clicked will take the user back to the same stage of the Workflow they were previously at. If you need to retrieve these links (for example someone completing the form didn't receive or has lost the email with the resume link in) you can also get to the link via the Completions area of the Workflow section of MyMalcolm - click the link under "Resume link" to copy the URL your clipboard.

It can be very useful to give your users the option to save progress on a Workflow and come back to complete the rest later. It's especially helpful if a you have built a long multi-stage Workflow like an application form. You turn this feature on in MyMalcolm - go to the Configure screen of each individual Workflow. When turned on users will see an option to "Finish Later" at the bottom of each Workflow screen. When clicked this will bring up an overlay asking them to enter their email address. A unique link will then be emailed that when clicked will take the user back to the same stage of the Workflow they were previously at. If you need to retrieve these links (for example someone completing the form didn't receive or has lost the email with the resume link in) you can also get to the link via the Completions area of the Workflow section of MyMalcolm - click the link under "Resume link" to copy the URL your clipboard.

Yes, we do offer this service via "Malcolm Agency Services". [See here for further details and to get a quote.](https://malcolm.app/services)

The FAQ section is of MyMalcolm is where you create and manage your FAQ content. Within the FAQ section there are several different areas: * **Overview:** here you can see statistics on the number of views, searches and feedbacks on your collection of FAQs. You can also see your highest rated FAQs and the top searches. You can vary the time period these statistics refer to by adjusting the drop down towards the top left of the graphs. * **Library:** this is where you can access and manage all the individual FAQ's that you have created or are in the process of creating. There are a variety of display, search, sort and filter options on this screen. You can also mark FAQs as favourites, apply labels and select multiple FAQs to do bulk editing. * **Feedback:** on this screen you can sell all the feedback that has been submitted by your customers on your FAQs * **Activity:** here you can see an audit trail of all FAQ activity by you and other members of your Team * **Authors:** create and manage the public authors of your FAQs here - these are shown as part of the FAQ details (or "meta") that your customers can see. * **Categories:** Create and manage categories here. Your FAQ's can live in one or more Category. Categories enable you to organise your FAQs into logical groups around topics that make sense to your business, for example you could group FAQs around products or services or locations. Customers can browse FAQ's by category. * **Labels:** Labels are free form text descriptions that you can attach to particular FAQs in your Library. They can help you organise your FAQs. Labels are seen by you and your instance team members only - they aren't seen by your customers. * **Tags:** Tags are a way of describing your content and allow an alternate way for your customers to browse FAQ's aside from search and categories.

The FAQ section is of MyMalcolm is where you create and manage your FAQ content. Within the FAQ section there are several different areas: * **Overview:** here you can see statistics on the number of views, searches and feedbacks on your collection of FAQs. You can also see your highest rated FAQs and the top searches. You can vary the time period these statistics refer to by adjusting the drop down towards the top left of the graphs. * **Library:** this is where you can access and manage all the individual FAQ's that you have created or are in the process of creating. There are a variety of display, search, sort and filter options on this screen. You can also mark FAQs as favourites, apply labels and select multiple FAQs to do bulk editing. * **Feedback:** on this screen you can sell all the feedback that has been submitted by your customers on your FAQs * **Activity:** here you can see an audit trail of all FAQ activity by you and other members of your Team * **Authors:** create and manage the public authors of your FAQs here - these are shown as part of the FAQ details (or "meta") that your customers can see. * **Categories:** Create and manage categories here. Your FAQ's can live in one or more Category. Categories enable you to organise your FAQs into logical groups around topics that make sense to your business, for example you could group FAQs around products or services or locations. Customers can browse FAQ's by category. * **Labels:** Labels are free form text descriptions that you can attach to particular FAQs in your Library. They can help you organise your FAQs. Labels are seen by you and your instance team members only - they aren't seen by your customers. * **Tags:** Tags are a way of describing your content and allow an alternate way for your customers to browse FAQ's aside from search and categories.

Yes, we can help you create content for Malcolm! and general customer support and customer service content via "Malcolm Agency Services". [See here for further details and to get a quote. ](https://malcolm.app/services)

Yes, we can help you create content for Malcolm! and general customer support and customer service content via "Malcolm Agency Services". [See here for further details and to get a quote. ](https://malcolm.app/services)