If you don't want your Workflow title to display you can set this from the configure screen of the Workflow in question. ![Screenshot 2020-08-11 at 17.45.24.png](https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/JtWPLTjDHT/Screenshot%202020-08-11%20at%2017.45.24.png) This setting affects both the web and embed versions of your Workflow. If you want the title to display on one type but not the other you could clone your Workflow and use different settings for each.

If you don't want your Workflow title to display you can set this from the configure screen of the Workflow in question. ![Screenshot 2020-08-11 at 17.45.24.png](https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/JtWPLTjDHT/Screenshot%202020-08-11%20at%2017.45.24.png) This setting affects both the web and embed versions of your Workflow. If you want the title to display on one type but not the other you could clone your Workflow and use different settings for each.

When you create an Overlay embed we give you two bits of code to add to your page. The first is the master code which you should place just before the closing ``` ``` tag. The second is the inline code which generates the button users click to open the overlay - this goes inside the ``` ``` ``` ``` tags where you want the button to appear. When the user clicks the button the Overlay embed will appear in a modal (pop-up) over your page. The inline code we give you will look like this ``` ``` Sometimes you might want to call the overlay but not use our button. You might want to call it from text or use your own button/graphic or you might want to call it in the background when a user does something else on your page. You can do this by calling mapi in Javascript. The mapi has four methods - open, close, trigger and toggle. Open, close and toggle all return promises (i.e. a function that resolves when the animation is complete or a rejects if something went wrong, e.g. no embed found for the param passed). Trigger is more "fire and forget" - it will call the open function if everything goes well, otherwise it silently fails. Here is an example using an href link that uses the trigger method to open the Overlay: ``` Click me ``` Note that you must have our master embed code on your page for the above to work and you need to replace INSERT_EMBED_ID_HERE with your embed ID. The above may also be useful for customers who are using third party site building systems - sometimes putting inline code into a page on those systems can be restricted so you can't add our inline code to render your button. If you can create inline links you could try using the above example with the trigger method to open the Overlay (again remember you also need the master code on the page).

When you create an Overlay embed we give you two bits of code to add to your page. The first is the master code which you should place just before the closing ``` ``` tag. The second is the inline code which generates the button users click to open the overlay - this goes inside the ``` ``` ``` ``` tags where you want the button to appear. When the user clicks the button the Overlay embed will appear in a modal (pop-up) over your page. The inline code we give you will look like this ``` ``` Sometimes you might want to call the overlay but not use our button. You might want to call it from text or use your own button/graphic or you might want to call it in the background when a user does something else on your page. You can do this by calling mapi in Javascript. The mapi has four methods - open, close, trigger and toggle. Open, close and toggle all return promises (i.e. a function that resolves when the animation is complete or a rejects if something went wrong, e.g. no embed found for the param passed). Trigger is more "fire and forget" - it will call the open function if everything goes well, otherwise it silently fails. Here is an example using an href link that uses the trigger method to open the Overlay: ``` Click me ``` Note that you must have our master embed code on your page for the above to work and you need to replace INSERT_EMBED_ID_HERE with your embed ID. The above may also be useful for customers who are using third party site building systems - sometimes putting inline code into a page on those systems can be restricted so you can't add our inline code to render your button. If you can create inline links you could try using the above example with the trigger method to open the Overlay (again remember you also need the master code on the page).

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)

Yes you can use animated GIFs in Malcolm! placing them in your FAQs or in Workflows (via the Content element). You can upload the animated GIF into the media section of MyMalcolm or you can pull in externally hosted GIFs. This cat has been uploaded to MyMalcolm: To pull in external GIFs use the following Markdown syntax: `![Image Description](https://media.giphy.com/media/QpWDP1YMziaQw/source.gif)` The above Markdown results in this: ![Image Description](https://media.giphy.com/media/QpWDP1YMziaQw/source.gif) Have fun!

Yes you can use animated GIFs in Malcolm! placing them in your FAQs or in Workflows (via the Content element). You can upload the animated GIF into the media section of MyMalcolm or you can pull in externally hosted GIFs. This cat has been uploaded to MyMalcolm: To pull in external GIFs use the following Markdown syntax: `![Image Description](https://media.giphy.com/media/QpWDP1YMziaQw/source.gif)` The above Markdown results in this: ![Image Description](https://media.giphy.com/media/QpWDP1YMziaQw/source.gif) Have fun!

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.

You can build a Workflow quickly via the Workflow Builder in MyMalcolm. To get started, first go to the Workflow section of MyMalcolm and then click "Create a Workflow" towards the top right of the screen. You can then choose whether to build a Workflow from scratch, start with one of our templates or - if you have already created some Workflows previously - clone one of those previously created Workflows. You can then use our drag and drop builder to create your Workflow. Our Workflow builder enables you to: * Drag and drop question elements onto your form * Customise those question elements * Configure Filters, Validators and Rules * Split forms over multiple pages * Customise page titles and progress bars * Customise thank you page Once you have created the content of your form, you can to the Configure tab and configure various options including setting up email notifications or Integrations. By default your Workflow is created as a web form that you access via a URL. But you can also surface that Workflow in a variety of other ways (including float it over page in a widget, via a modal/overlay launched by a button you place on a site, or via embeds or plugins) - take a look at the Share section of MyMalcolm to do this. Watch a video guide to building a Workflow below.

You can build a Workflow quickly via the Workflow Builder in MyMalcolm. To get started, first go to the Workflow section of MyMalcolm and then click "Create a Workflow" towards the top right of the screen. You can then choose whether to build a Workflow from scratch, start with one of our templates or - if you have already created some Workflows previously - clone one of those previously created Workflows. You can then use our drag and drop builder to create your Workflow. Our Workflow builder enables you to: * Drag and drop question elements onto your form * Customise those question elements * Configure Filters, Validators and Rules * Split forms over multiple pages * Customise page titles and progress bars * Customise thank you page Once you have created the content of your form, you can to the Configure tab and configure various options including setting up email notifications or Integrations. By default your Workflow is created as a web form that you access via a URL. But you can also surface that Workflow in a variety of other ways (including float it over page in a widget, via a modal/overlay launched by a button you place on a site, or via embeds or plugins) - take a look at the Share section of MyMalcolm to do this. Watch a video guide to building a Workflow below.

It's quick and easy to embed a Workflow into your website or app. In the Library screen of the Workflow section of MyMalcolm click the three dots on the right hand side of the screen and select "Embed" This will take you into the Share section of MyMalcolm! Here you can choose the type of embed you want to create. * If you want to float your Workflow over your webpage in a widget launched from a button or drawer that hugs the side or top/bottom of the screen select Widget. * If you want to launch an overlay that contains your Workflow from your webpage choose the Overlay option. * If you want your Workflow to appear within a part of an exisiting webpage select the inline option. * Finally if you want your Workflow to replace the entire content of a page select Full page. Follow the create embed process through - the Workflow you came from will be preselected as the content you want to embed. You will be offered various styling and display options based on the type of embed you choose. At the end of the process you will be supplied with the embed code that you can add to he site or app where you want the Workflow to appear.

It's quick and easy to embed a Workflow into your website or app. In the Library screen of the Workflow section of MyMalcolm click the three dots on the right hand side of the screen and select "Embed" This will take you into the Share section of MyMalcolm! Here you can choose the type of embed you want to create. * If you want to float your Workflow over your webpage in a widget launched from a button or drawer that hugs the side or top/bottom of the screen select Widget. * If you want to launch an overlay that contains your Workflow from your webpage choose the Overlay option. * If you want your Workflow to appear within a part of an exisiting webpage select the inline option. * Finally if you want your Workflow to replace the entire content of a page select Full page. Follow the create embed process through - the Workflow you came from will be preselected as the content you want to embed. You will be offered various styling and display options based on the type of embed you choose. At the end of the process you will be supplied with the embed code that you can add to he site or app where you want the Workflow to appear.

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):

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.

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!

A Workflow is a web based form that your customers complete. You can build these forms quickly in MyMalcolm and use them to create a digital version of a business process. **For example** * A contact form * A survey * A customer enquiry * A new customer details form You can build everything from simple single screen journeys through to more complex multi-step journeys with conditional routing (ie offering certain choices based on previous answers). Malcolm! automatically stores all data - including abandoned forms. You can export this data at any time. You can also pass that collected data through to other systems via Integrations or Webhooks.

A Workflow is a web based form that your customers complete. You can build these forms quickly in MyMalcolm and use them to create a digital version of a business process. **For example** * A contact form * A survey * A customer enquiry * A new customer details form You can build everything from simple single screen journeys through to more complex multi-step journeys with conditional routing (ie offering certain choices based on previous answers). Malcolm! automatically stores all data - including abandoned forms. You can export this data at any time. You can also pass that collected data through to other systems via Integrations or Webhooks.

When one of your customers completes a Workflow that is called a completion. You can review the data collected via MyMalcolm. Go to the Workflow Section and then select the Completions tab. You can also review completions for an individual Workflow by navigating to that Workflow via the Library and then selecting Completions. You can export all the Completion data by selecting Exports within an individual Workflow. Don't forget that you can also configure email notifications each time a Workflow is completed and use Integrations and Webhooks to pass collected data into other systems.

When one of your customers completes a Workflow that is called a completion. You can review the data collected via MyMalcolm. Go to the Workflow Section and then select the Completions tab. You can also review completions for an individual Workflow by navigating to that Workflow via the Library and then selecting Completions. You can export all the Completion data by selecting Exports within an individual Workflow. Don't forget that you can also configure email notifications each time a Workflow is completed and use Integrations and Webhooks to pass collected data into other systems.

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.

You can choose whether to allow your customers to feedback on your FAQs or Workflows. They can say whether the content was helpful or not and optionally leave comments. This information is only seen by you and other team members on your instance - it isn't viewable by other customers. The feedback feature can be very useful as your customers may highlight things that are confusing or information/items you have left out. When feedback is left a notification will be created. You can see feedback across all content in the Feedback area within the FAQ or Workflow sections. You can also see feedback on an individual FAQ or Workflow when navigating to that FAQ or Workflow via the Library.

You can choose whether to allow your customers to feedback on your FAQs or Workflows. They can say whether the content was helpful or not and optionally leave comments. This information is only seen by you and other team members on your instance - it isn't viewable by other customers. The feedback feature can be very useful as your customers may highlight things that are confusing or information/items you have left out. When feedback is left a notification will be created. You can see feedback across all content in the Feedback area within the FAQ or Workflow sections. You can also see feedback on an individual FAQ or Workflow when navigating to that FAQ or Workflow via the Library.

Labels are free form text descriptions that you can attach to particular FAQs or Workflows in your Library. They can help you organise your FAQs or Workflows. For instance you could create a label called "Needs Update" and attached that label to FAQs of Workflows that you know are out of date. To create and manage your labels first go into the FAQ or Workflow section within an instance in MyMalcolm. Then select Labels on the black horizontal bar. Note that labels created within FAQ or Workflows are unique to that section. They don't span sections. If you wish to use the same labels in both sections you will need to create the label in each section. You apply created labels to FAQs or Workflows via the Library. Select the FAQs or Workflows you wish to add the label to by checking the respective check boxes and then click the label icon and clicking the label you wish to apply. Labels will only be seen by you and other members of your instance Team. They won't be seen by your customers.

Labels are free form text descriptions that you can attach to particular FAQs or Workflows in your Library. They can help you organise your FAQs or Workflows. For instance you could create a label called "Needs Update" and attached that label to FAQs of Workflows that you know are out of date. To create and manage your labels first go into the FAQ or Workflow section within an instance in MyMalcolm. Then select Labels on the black horizontal bar. Note that labels created within FAQ or Workflows are unique to that section. They don't span sections. If you wish to use the same labels in both sections you will need to create the label in each section. You apply created labels to FAQs or Workflows via the Library. Select the FAQs or Workflows you wish to add the label to by checking the respective check boxes and then click the label icon and clicking the label you wish to apply. Labels will only be seen by you and other members of your instance Team. They won't be seen by your customers.