External Collaboration

The External Collaboration feature extends External Submissions, allowing external users to edit forms they have previously submitted.

When this feature is enabled, external users can return to their submission, make changes, and resubmit without needing access to Microsoft 365 / SharePoint Online. This is useful when users need to update details, provide additional information, or correct errors.

Key Benefits

✔ Allows external users to update their own submissions securely.
✔ Reduces manual follow-ups by letting users make corrections.
✔ Provides controlled access: External users can only edit their own submissions.

How External Collaboration Works

1. User submits a form – When an external user submits a form, they must enter their email address.
2. Confirmation email is sent – The user receives a confirmation email with a link to access their submission.
3. Requesting a PIN – To open the form, the user requests a temporary PIN, which is emailed to them.
4. Editing the form – Once they enter the correct PIN, they can edit and resubmit their form.

🔒 Security Measures:

• The PIN is valid for 5 minutes.
• If entered incorrectly 3 times, the user must request a new PIN.
• Users can only edit their own submissions and cannot access any other forms.

Example

 

 

 – Confirmation Email

Enables external users to receive an email notification after submitting a form.

– Security Considerations

• External users cannot access SharePoint—they can only edit their own submissions.
• PIN authentication adds security, preventing unauthorised access.

– Common Use Cases

• Application forms – Allow applicants to return and update their details.
• Approval workflows – Let external users edit their submissions based on feedback.
• Customer support requests – Enable customers to modify requests without submitting a new form.
• Supplier or contractor forms – Allow vendors to update pricing, documents, or other details.