My SF instance needs to get data and approvals from a lot of external users outside of the organisation. I would like to know what is the best solution to get data from these users without giving them a user license?
An example use case in my Opportunities, I have a number of fields that will need to be filled in by an external user. Once the Opportunity reaches a certain stage a notifcation will be sent via email to the user (containing Opportunity information) and requesting them to send us some relevant information, this includes a Work Order No. and a Contact Email Address (which should already be saved within the Contacts object). At this moment in time we have to use manually fill in these details ourselves after email to email correspondance.
I have looked at two options in which I could improve this process (although a little patchy) which are:
- Email Service: Have an apex button which sends them an email containing selected contents of the the Opportunity. Have the email sent from an Email Service which on reply will scrape the message contents and fill the required columns and could notify the Opportunity owner via Tasks.
- Visual Flow: SF User will click a button to generate email to external user which contains links or an online site. Using visual flow an online page will be in place where the external user fills in the Opportunity ID and their email address (for authentication) on login, and then is required to fill out the related content and submit. Although this sounds like a simple solution, I'm not sure to expose Visual Flow pages to users that have not logged into SF.