Question 1

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

Accepted Answer

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.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/f2uGLquUY3/Screenshot%202019-04-23%2010.55.25.png (Screenshot 2019-04-23 10.55.25 (2).png)

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.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/I3VJyQJ4IZ/Screenshot%202019-04-23%2010.57.05.png (Screenshot 2019-04-23 10.57.05.png)

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.

Auth0

We also support managing user passwords via Auth0- see more details here and via Memberstack - see more details here.

Question 2

When a Workflow is completed will I be sent an email?

Accepted Answer

When a user completes a Workflow, by default all the Team members of the instance (who are added and manged via the Team section of MyMalcolm) will receive an email.

You can also configure other people to receive an email on a Workflow by Workflow basis.

To do this:

In MyMalcolm go to the Workflow section
Click Library and then click on the Workflow you wish to configure email alerts for
Then click "Configure" on the black horizontal navigation then "Email Answers" on the left hand vertical navigation
Click "add a new email address" to add a new recipient. This can be a fixed email address you enter or, if you collect an email address on your Workflow, you can choose for the email to be sent to the supplied email
Note that you can also make a recipient conditional - this is very useful if you only want an email to be sent to a particular address when certain criteria on a Workflow are met

Question 3

Does the free trial have any restrictions?

Accepted Answer

The free trial follows the quotas for the Team plan, but with a lower limit for file uploads.

A trial therefore allows:

Up to 100 FAQs
Up to 10 Workflows
Up to 5 team members
Fle uploads to a total of 100MB.

If you sign up to a plan via the Billing section of MyMalcolm your restrictions will be lifted. If you have a particular requirement for higher FAQ, Workflow, team members or file upload limits during your trial please get in touch with us to discuss.

Question 4

What is MyMalcolm?

Accepted Answer

MyMalcolm is comprehensive control panel area of Malcolm! where you can manage your instances. It is accessed at https://my.malcolm.app.

Question 5

Can I mix different billing plans across my instances?

Accepted Answer

Yes. Billing belongs to the instance rather than the user and we currently offer 3 different types of price plan.

Your Malcolm! user account is personal to you and can be attached to any type of Instance. So it's perfectly possible for a user to be attached to variety of instances some of which may be on different price plans.

Question 6

Can I password protect my Hosted Hub?

Accepted Answer

Yes, you can password protect your Hosted Hub. You can also password protect individual FAQ's or Workflows.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/KFFCF1u5Kx/password-fb%402x.png (Password protect your content on Malcolm!)

Read more about password protection of content on Malcolm! here.

Question 7

How do I sign up?

Accepted Answer

You can sign up and create a Malcolm! user account by filling in the registration form here.

You will need to verify your account via clicking a link in an email we send to your email so please ensure you use a real email address!

It is free to sign up and have a Malcolm! user account - billing belongs to an Instance rather than a user. See here for more on instances.

Your user account can be attached to one or more instances of Malcolm! and you can easily switch between them. This can be great if your company or organisation are using Malcolm! for various different things or if you are a freelancer and work with Malcolm! across different clients or projects.

Question 8

What is Malcolm?

Accepted Answer

Malcolm! is a super flexible set of tools that quickly helps you with your user interactions.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/g951PpANTK/fb-no-text-01%402x.png (Welcome to Malcolm!)

Tell me more!

If you are a business that has customers or other stakeholders (eg suppliers) you will almost certainly have to support and service these people. This often involves answering their questions and/or taking them through routine tasks or procedures.

For example

Customers may have questions about a product or service you sell
To process an order/booking/request or set up/modify your customer records you might need to collect certain information from a customer.

You could deal with these customer interactions face to face, over the phone or by email.

But the more customers you have the more time that takes up - and it can be never ending as more and more questions keep coming in every day.

With Malcolm! you can quickly digitise your Frequently Asked Questions and turn repetitive tasks or procedures into Workflows. Then direct customers to your website 24/7/365 where they can self serve.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/AyHgeEg6cX/fb-no-text-05%402x.png (Change your business or organisation for the better with Malcolm!)

Neat right?

There are also lots of cool features like customers being able to give feedback on answers, analytics so you know the most popular questions your customers are asking plus integrations with other software like Dropbox or Mailchimp (and over 1,500 other apps via Zapier) so you can automatically send the information you collect via Malcolm! into other systems. And that is just for starters - there are lots and lots of further powerful features.

Did we mention you can also easily style and brand everything to match your business branding? And use your own domain name?

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/Ixsmp4XOhV/fb-no-text-04%402x.png (Malcolm! At your service)

Find out more

Explore this Support Section which is itself running on Malcolm! to find out all the things you can do and how to do them. Or browse our main website for an overview of all the features and pricing.

Sign up for your free trial here.

And if you’ve any questions which aren’t answered in our Support section reach out to us anytime and we will be glad to help!

Question 9

How do I set up my Hosted Hub?

Accepted Answer

Every instance of Malcolm! comes complete with a Hosted Hub that you can configure and customise.

You can find out more about the Hosted Hub here and if you want to turn if off you can find out how to do that here.

In MyMalcolm if you click "View Live" towards the top the screen you'll see what your Hosted Hub currently looks like.

The two things you are probably most likely to want to change are the URL the Hub is on and the Hub's look, feel and content. Here is how to configure each of those areas.

1. Configure the URL

In MyMalcolm, go to the Settings section, then select "Custom Domains" from the vertical left hand menu. In this area you can change the URL your Hosted Hub will use. It's possible (and no extra charge) to use your own external domain or sub-domain.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/VKQ7z1JBXW/screenshot-my.malcolm.app-2019.08.12-17_01_54.png (Customise your domains in MyMalcolm)

2. Change your Hub's look, feel and content

You can extensively customise your Hosted Hub to suit your own requirements. To do this, go to the Brand section of MyMalcolm, clone an existing theme, then choose the edit icon on your cloned theme.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/cO3r3O1RbL/screenshot-my.malcolm.app-2019.08.12-17_03_00.png (Theme management in MyMalcolm)

In the edit theme area use the left hand vertical navigation to see all the custom options you have.

Question 10

What is the Malcolm! widget and how do I implement it?

Accepted Answer

The Malcolm! widget is a great way to put your content in front of users. By using the widget you can float content over an existing website or application. Want to let your users find out answers to FAQs about a product or service you provide but don't want them to make them navigate from the screen they are on? The Malcolm! widget is what you need. Or perhaps you'd like to float a feedback or get in touch form over your website? Super easy to do with the Malcolm! widget. You can even make the content displayed contextual to the screen the widget is floating over. How cool is that?

We recommend you place the Malcolm! widget embed code on every page of your website. You can then configure whether the widget displays or not (and what it displays) from within MyMalcolm!

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/IdGAskGCq2/widget-fb%402x.png (The Malcolm! Widget)

Here is how to start using the Malcolm! widget.

Step 1: Create an embed

Go the Share section of MyMalcolm and select the Embed tab and then Create an embed. Select Widget as the type of embed you want to create.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/Ji7YZa6eF7/screenshot-my.malcolm.app-2019.11.05-11_16_34.png (Create an embed in MyMalcolm)

Give your embed a name.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/zZgVvihFmE/screenshot-my.malcolm.app-2019.11.05-13_14_38.png (Names your embed in MyMalcolm)

Step 2: Choose your content

From this area you can choose a single FAQ or Workflow to display in the widget, or you can choose collections of content. These collections can be a category, a tag or an author. You can also make a collection out of a search result including a search that is contextual to the meta content of the page that the widget is on - you can query content based on the page title, meta keywords, meta description or a meta search tag.

Users can navigate content within the widget via clicking on items in the user interface eg categories, tags or authors.

If you don't choose a specific FAQ, Workflow or collection of content the default content displayed will be the most popular content.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/jbX8ylorUd/screenshot-my.malcolm.app-2019.11.05-13_16_07.png (Choose the content for your widget)

Step 3: Configure the visual style of your widget

You can configure various options about the visual appearance and behaviour of your widget. The options include what the widget looks like in it's pre-expand state (a button or a drawer), the text used on the pre-expand, the colours and logo plus the location of the widget on your screen. You can also configure whether you want the search and footer used on expanded widget and whether the transition from pre-expand to post-expand and vice versa are animated or not.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/UEdVkI4MOo/screenshot-my.malcolm.app-2019.11.05-13_16_42.png (Configure the visual style of your widget)

Step 4: Set up URL rules and visibility settings

We recommend you put the Malcolm! widget embed code on every page of your website. But you might not want the widget to appear on every page. Using URL rules you can mangage and easily change which pages the widget does appear on from within MyMalcolm!

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/rVDvNjLQrJ/screenshot-my.malcolm.app-2019.11.05-13_17_22.png (Manage URL rules for your widget)

You may not want the widget to display on mobile browsers, or you may want the widget to only appear at certain times (for example when your office is closed) - you can configure these options in visibility settings.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/GWsPKq5LZ4/screenshot-my.malcolm.app-2019.11.05-13_19_13.png (Manage your widget visibility settings)

Step 5: Publish and place code on site

Finally when you are happy publish your widget.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/g4why3UaJ5/screenshot-my.malcolm.app-2019.11.05-13_20_01.png (Publish your embed)

Finally collect your code - you can cut and paste this or have it emailed to you (or the person who is responsible for implementation).

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/KyYO8MKguT/screenshot-my.malcolm.app-2019.11.05-13_47_41.png (Collect your widget embed code)

If you use Google Tag Manager you can also deploy the embed code via this system. See here for more details.