Question 1

How do I use your Wordpress plugin?

Accepted Answer

First download the Malcolm! Wordpress Plugin here.

In MyMalcolm! create your embeds as normal - instructions here.

At the end of the Embed creation process when your embed code is generated there is some text which says "Embedding in a Wordpress site?" - if you click that text you will be shown your instance ID and for some embed types you will be shown a shortcode. There is also an option to have this information emailed to you.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/Lglywov3F9/Screenshot%202020-05-24%2022.00.27.png (Embedding in a Wordpress site?)

In Wordpress, install the Malcolm! plugin then goto Settings --> Malcolm! and add your instance ID. Currently on some versions of Wordpress when you add the instance ID and press Save there is no acknowledgement of this but you can verify the instance ID has indeed been saved by navigating away and then back to Settings --> Malcolm!

You can see your instance ID in your URL when you are in MyMalcolm eg, https://my.malcolm.app/instances/XXXXXXXXXX/dashboard. The instance ID is the 10 digit code code shown where the X's are above.

For Widget and Full page embeds this is all you have to do - you can then configure on which pages your embeds appear via MyMalcolm (via the URL rules section of the respective embed).

For inline embeds and overlays you need to position where you would like the embed or the overlay launcher in your content. You do this using the Shortcode. Go to the page or post in Wordpress, make sure you are in code editor (not visual editor) and put the Shortcode where you wish the embed to appear / or the overlay be launched from.

If you have any issues with you embeds not appearing first check these things.

Question 2

Can I remove the Malcolm! branding?

Accepted Answer

It is quick and easy to remove the Malcolm! branding and - if you want - replace it with your own. Here is how:

Hosted Hub

By default your Hosted Hub is Malcolm! branded. To change that:

In MyMalcolm go to the Brand section.
Click "Themes" on the black sub navigation.
The default Malcolm! theme will be selected. Click the "duplicate" icon (two squares overlapping). This will create a copy of the default theme called "Default copy".
Select the Default copy theme by clicking on it. Then click the "edit" icon (a pencil).
This brings up the edit theme interface. There are a huge amount of things you can change here. Use the left hand vertical navigation to browse all the possibilities.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/6ACEG5RrGl/screenshot-my.malcolm.app-2019.08.05-10_46_38.png (MyMalcolm Theme Editing Options)

Footer

Be default a "powered by Malcolm!" badge appears at the bottom of content. You can turn this off (and also add other footer content such as copyright notices etc) in the "Footer" section of the edit theme interface referenced above.

Embeds

You can turn off the "powered by Malcolm!" badge in your embeds by turning off the footer. You do this via the style section of your embed configuration.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/m6Pb8R7IbC/screenshot-my.malcolm.app-2020.05.26-11_42_48.png (Style controls in an Embed in MyMalcolm)

Emails

Malcolm! can send emails to your customers/users in the following situations:

Email this answer functionality on an FAQ
Sending the resume later Workflow link
Payment confirmation email

To change the branding of these emails see this article.

To change the sender name and email address see this article.

Domain

Finally don't forget you can easily configure Malcolm! to use your own domain or sub-domain. For further details see this article.

Question 3

Can users save Workflow progress and complete later?

Accepted Answer

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.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/r3sEcA2Ugh/screenshot-my.malcolm.app-2019.08.18-16_09_11.png (Turn Resume Workflow on in MyMalcolm)

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.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/R3FxUMpkNL/screenshot-support.malcolm.support-2019.08.18-16_41_46.png (Finish Later option on a Workflow)

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.

Question 4

Can I change the reply-to email address of an email answer alert to be the person who completed the Workflow?

Accepted Answer

Email answers are automated emails sent by Malcolm! when a customer completes a Workflow. You can send these emails to members of your team, your suppliers, the customer or anyone else you'd like.

Sometimes it can be useful to set a reply-to address for these emails. This can be a fixed value or a value supplied by a customer when completing a Workflow (eg their email address)

To use this feature, when creating your email answer, toggle the custom email setting

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/qR57A24eot/Enabling%20the%20option%20to%20customise%20the%20email%20theme%2C%20sender%20and%20content%20in%20MyMalcolm.png (Enabling the option to customise the email theme, sender and content in MyMalcolm)

Then you'll see an option to either type a reply-to address or assign a field from the Workflow for this value.

Question 5

Can I change the fonts Malcolm! uses?

Accepted Answer

You can change the font that Malcolm! uses in your hosted hub and your embeds via theme management in the Brand section of MyMalcolm.

We support the following fonts:

Arial
Arimo
Helvetica
Helvetica Neue
Lato
Lora
Montserrat
Merriweather
Merriweather Sans
Muli
Noto Sans
Noto Serif
Nunito
Nunito Sans
Open Sans
Oswald
Playfair Display
Poppins
PT Sans
PT Serif
Raleway
Roboto
Roboto Mono
Roboto Slab
Source Sans Pro
Source Serif Pro
Tahoma
Ubuntu
Ubuntu Mono

Question 6

How do I surface my Workflow into a floating widget?

Accepted Answer

It's quick and easy to surface your Workflow as a floating widget. You can find out more about Malcolm! widgets here.

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" -

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/bk1dEegpoU/screenshot-my.malcolm.app-2019.08.18-17_01_27.png (Quick link to Embed from the Workflow Library in MyMalcolm)

This will take you into the Share section of MyMalcolm! Here you can choose the type of embed you want to create.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/N17DhjfW2Z/Screenshot%202021-12-30%20at%2013.57.57.png (Choose your embed type in MyMalcolm)

Choose "Widget" and work through the screens. You can configure various options here including whether in the pre-expand state the widget is a button or a drawer. You can also configure where on the screen you want the pre-expand to appear. Other options include colour schemes, the option to add your own logo to the widget and also whether you want the footer and search bar to appear. See this FAQ for more detail on this.

At the end of the process you will be supplied with the code that you should add to your webpage HTML - we recommend you add this to very page of your website. You can also embed via Google Tag Manager. See here for more details.

Question 7

Is Malcolm! GDPR compliant?

Accepted Answer

What is GDPR?

"GDPR" refers to The General Data Protection Regulation 2016/679. This is a regulation in EU law on data protection and privacy for all individuals within the European Union and the European Economic Area. It also addresses the export of personal data outside the EU and EEA areas.

How does it apply to Malcolm?

Malcolm! collects, stores and processes data about our own customers - people signing up to Malcolm! and creating and managing instances.

When talking about GDPR it is important to understand the concept of the Data Controller and the Data Processor.

The Data Controller determines the purposes for which and the means by which personal data is processed
The Data Processor processes personal data only on behalf of the controller.

Is Malcolm! the Data Controller or the Data Processor?

In the context of information about our own customers, eg people who sign up for Malcolm! accounts and manage Instances we are the Data Controller.

In the context of information about your customers, eg information that is collected on your behalf via Workflows you create in Malcolm! we are the Data Processor only. You - as the Data Controller - have the obligation to ensure you are acting lawfully in accordance with the GDPR legislation.

What does all this mean?

When you sign up to Malcolm! you agree to our Terms of Service and our Privacy Policy which detail how we handle your data. By agreeing you give us your consent.

It is important that when you collect, store, process and potentially transfer (via Integrations or Exports) data from your own customers via a Malcolm! Workflow you have your customers consent to do this. Most companies handle this via provisions in their Privacy Policy and/or Terms and Conditions around data processing which their customers agree to. It is therefore good practice to include a check box in your Workflows that reminds customers of your Privacy Policy and their continuing agreement of it and/or confirms their consent for you to collect and process their information

Further Questions

If you have further questions about GDPR or wish to contact our Data Protection Officer you can contact us here.

You can find out more about GDPR here.

Question 8

Can I send the person who completes a Workflow an email?

Accepted Answer

If you want to send the user who completes a Workflow an email you can do this by creating an email answer rule and specifying the "to" email address as the email address supplied in the Workflow.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/iqjmD58nO8/screenshot-my.malcolm.app-2022.04.20-13_07_20.png (Configuring email answer in MyMalcolm)

Note that you can edit the sender name, subject line and email contents in this same create email answer dialogue.

To edit the sending email address see this FAQ and to change the branding/design of the email that is sent see this FAQ.

Question 9

What are Integrations?

Accepted Answer

Integrations are a way of passing data you collect in a Malcolm! Workflow into other third party software or systems.

We currently offer integrations with:

Plus over 1,500 over apps via Zapier (more info here) and Make (formerly Integromat) (more info here).

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/v5lAa3NjkY/zapier-fb%402x.png (Malcolm! Integrations)

Configuring Integrations

Once you have created your Workflow, go to the Configure section and select Integrations. There you can link your third party accounts at our integration partners to your Malcolm! Instance by providing your credentials. Once your accounts are linked you can configure integrations with that partner and choose the data from your Workflow that is passed across. You can configure whether data is passed on every Workflow completion or only when certain conditions are met. It is possible to have multiple integrations so, for example, you could create a form which collected details from a new customer including a copy of their ID. You could then subscribe that new customer to a Mailchimp mailing list and store their uploaded ID documents in your Dropbox account by creating two integrations.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/5KmZGb3Q9Q/screenshot-my.malcolm.app-2019.08.06-19_50_53.png (Integrations in MyMalcolm)

Customer Consent

A reminder that it is good practice - and in certain territories a legal requirement - to ensure that your customers actively consent to their data being passed to third party companies who, like Malcolm!, act as data processors on your behalf. You act as the data controller. Most companies handle this consent via provisions in their Privacy Policy which their customers agree to. It is good practice therefore to include a check box in your Workflows that reminds customers of your Privacy Policy and their continuing agreement of it.

Integration Failures

Sometimes integrations may fail. This could be for a variety of reasons, for example the integration partner's API's may be down and/or there may be a problem with your account at the third party provider (for example your Dropbox account may be over quota).

Firstly don't worry re losing customer data - Malcolm! will always store any user submitted data so if there is a problem with an integration

When a problem occurs we'll create a notification to let you know and periodically retry the integration. You can review the Integration logs and retry a failed integration event manually via MyMalcolm (navigate to the Workflow via Library then select Integration logs).

More Integrations coming soon!

We will be adding more and more integrations to Malcolm! in the coming months. If there is a particular integration you'd like us to add please let us know.

Question 10

How can I style my embeds?

Accepted Answer

You can now style your embeds via Embed Themes which are managed via the Brand section of MyMalcolm. Inside each Embed Theme you can customise elements like colours, icons and fonts.

Don't forget you also have further visual options on the "Style" tab of the individual embed in question.