Question 1

Can I receive an email every time a new FAQ or Workflow is published?

Accepted Answer

Sometimes it can be useful to receive an email when a new FAQ or Workflow is published on your instance. This feature is turned off by default - to turn it on follow these steps.

From the MyMalcolm control panel area, click your name at the top of the screen where it says "Logged in as"

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/LgmiVqgthh/screenshot-my.malcolm.app-2020.01.16-10_57_39.png (MyMalcolm navigation bar)

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!

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/FVf5EupLg4/screenshot-my.malcolm.app-2020.03.03-17_26_08.png (Your notification settings in MyMalcolm)

Note that your notifications 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 notification preferences you choose are personal to you and will not affect the notifications of other team members on an instance.

Question 2

Can I open the web based version of an FAQ from a widget, overlay or inline embed?

Accepted Answer

You can turn on a link to the web based (hosted hub) version of each FAQ from within the widget, overlay or inline embed view of that FAQ via your embed theme.

Goto Brand --> Embeds --> The edit icon on the Emend Theme --> Scroll to the bottom of that screen.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/NcUhlNGNYG/Screenshot%202021-03-22%20at%2009.13.29.png (How to turn on the link to web based FAQ feature in MyMalcolm)

Watch the video below for more information!

Question 3

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 4

Can I turn off automatic email alerts?

Accepted Answer

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"

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/LgmiVqgthh/screenshot-my.malcolm.app-2020.01.16-10_57_39.png (Logged in Navigation in MyMalcolm)

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!

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/aez6lFczno/screenshot-my.malcolm.app-2020.01.16-11_03_51.png (Manage your notifications in MyMalcolm)

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 are the owner of an instance, you can edit the notifications members of your team receive. To do this go to the Team section, click on the name of the team member in question then select notifications. Remember to hit save when done. Also note than you can assign the permission for a team member to be able to edit other team members notifications via the permissions tab.

Question 5

How do I invite people to join my Instance team?

Accepted Answer

On Team, Team Plus or Enterprise plans you can invite additional Team members to your instance.

To do this go to the Team Section and click "Invite Team Members" towards the top right. You can then enter an email address and choose a role.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/W1UEXwzB1e/screenshot-my.malcolm.app-2019.08.06-20_27_33.png (Invite someone to your Team on MyMalcolm)

The available roles include:

Editor: create and edit FAQs and Workflows
Publisher: as editor but also the ability to publish and approve FAQs and Workflows
Administrator: as Publisher but also access to Instance Billing, Settings, Brand and Team.
Read only: allows a user to view FAQs, Workflows and associated feedback and submitted data
Custom: create the exact permissions you want a team member to have

You can edit and refine the privileges attached to a pending invite by clicking the invite tab, then the email address of the invited user.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/qqiHVb92Hp/Team%20section%20editing%20permissions.jpg (Team member privilege editing in MyMalcolm)

You can also edit the notifications Malcolm! will send to a team member (or pending team member once they accept their invitation) via the notifications tab.

Question 6

How do I use Make (formerly Integromat) to connect Malcolm! to other applications or services I use?

Accepted Answer

Malcolm! now integrates with Make (formerly Integromat). Make is an integration platform - it connects thousands of apps to other apps.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/0HPOpP331Q/make.jpg (Malcolm! and Make)

In the context of Malcolm! this means that when a Workflow is completed you can use our Make integration to route some or all of the data that has been collected from that Workflow through into Make and then in turn onto thousands of other apps or services.

Here is how to set things up:

Firstly set up and publish a workflow in Malcolm! that collects the data you wish to move into other applications.
In MyMalcolm go to the Settings Section, then Workflows, then Integrations, then click on Make.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/9ZMkRdBXkW/screenshot-my.malcolm.app-2022.05.24-11_51_26.png (Make in MyMalcolm)

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/gh0ZuJlWP4/Screenshot%202021-05-01%20at%2011.26.37.png (Creating a scenario)

Once you have set things up, you can test the integration by clicking "Run Once" in the Make interface, then complete the Malcolm! Workflow in question. The actions you have configured in Make should then happen, or you may see details of errors that need correcting.
When you are happy you can then set the scenario to run immediately (ie each time a Workfow is completed) or periodically.
Back in MyMalcolm, if you find the Workflow you set up with Make in the Library, select it, then go to Configure then Integrations you should be able to see Make as 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).

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/hDb4itCeGp/screenshot-my.malcolm.app-2022.05.24-12_24_42.png (A set up Make integration in MyMalcolm)

You can also see a video walkthrough below:

Remember that Malcolm! always stores your data (which you can download anytime) - so if Make 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 Make - we hope you are too! If you have questions or need a hand setting things up just contact us and we'll be happy to help.

Question 7

Can I embed YouTube or Vimeo videos in my FAQs and Workflows?

Accepted Answer

You can easily embed YouTube or Vimeo videos into your FAQs and/or Workflows. Within the FAQ compose interface press the video icon. This will bring up an area where you can paste the URL of the video you wish to embed.

Insert video dialog in MyMalcolm

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/oFZ9QoY435/screenshot-my.malcolm.app-2023.04.02-17_56_57.png (Insert video dialog in MyMalcolm)

If you want to use some of the embed customisation options that YouTube and Vimeo offer you should use the full embed code from those platforms (rather than just pasting the URL). Paste their embed code into the lower part of the MyMalcolm insert video dialog.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/m6StT5M3j9/Screenshot%202018-11-08%2020.01.41.png (Screenshot 2018-11-08 20.01.41.png)

For Workflows add a content element to your Workflow, then in the Workflow builder click to edit the content element and hit the video icon. This will bring up the same dialog as above.

Question 8

Can I turn tags off?

Accepted Answer

You can turn the display of all tags or individual tags off/on. This will also affect the tag listing/results screens.

This feature can be useful in a number of ways, for example if you are prepping a new tag to go live and want to attach it to all your relevant FAQs/Articles but don't want it to display just yet you can simply leave it switched off until you are ready.

You can turn Tags off globally in Settings --> FAQs --> General (under the "Listings" heading)

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/WW0eQrCvC4/screenshot-my.malcolm.app-2023.04.02-15_42_17.png (Turning tags off globally in MyMalcolm)

Individual tags and their associated listings/results can be turned off via FAQs --> Tags then the three-dot menu to the right of the tag in question

Question 9

How can I password-protect my hub with Memberstack?

Accepted Answer

Malcolm supports using Memberstack to password-protect your content.

This guide will help you set up Memberstack.

First go to MyMalcolm > Settings > Instance > Visibility and toggle the option to use a third party service for Hosted Hub password protection. This automatically enables the built-in password protection.

Activating third party Single Sign On (SSO)

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/M5riHygBgk/screenshot-my.malcolm.app-2022.10.03-05_58_09.png (Choose Memberstack from the dropdown)

Next, from the Memberstack Dashboard, go to Dev Tools > Add Integration.

Add a new custom SSO Integration

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/9pIEqPe6kK/Screenshot%202022-10-03%20at%2007.00.53.png (Add a new custom SSO Integration)

Copy the Redirect URI from MyMalcolm and paste it into Memberstack.

Redirect URI in MyMalcolm

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/IHbM8Ppu1v/screenshot-my.malcolm.app-2022.10.03-05_58_32.png (Cut and paste this into Memberstack)

Then, in Memberstack, press Add Integration.

Once created, in Memberstack click the Edit button next to the Integration and copy the Client ID and Secret Key.

Your Custom SSO Integration

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/I1TfM7CL3a/Screenshot%202022-10-03%20at%2007.01.12.png (Obtaining the Client ID and Secret Key from Memberstack)

Paste these values into the boxes in MyMalcolm.

Client Credentials in MyMalcolm

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/Oq33GMwLTG/screenshot-my.malcolm.app-2022.10.03-05_58_32%202.png (Add your credentials from Memberstack here)

Save the settings on both sides and you should see your Memberstack login page appear in your Hub.

Login to Hosted Hub

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/DkMgxR3Mti/Screenshot%202022-10-03%20at%2007.01.36.png (Hosted Hub login using Memberstack SSO)

Attributes from your Memberstack users can be pre-populated in Malcolm! Workflows. To enable this feature choose a suitable field on a Workflow, edit the field settings and enable "Allow a value to be set in the URL query". Enter one of the two attributes name or email to pre-populate those values directly into your Workflow.

Question 10

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.