Question 1

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 2

My verification email has not arrived?

Accepted Answer

Your verification email (to verify your email address) should usually arrive within a few minutes. If it hasn't turned up check your spam folder.

If the email still hasn't arrived after a few minutes there are a few possible reasons:

Occasionally users may accidentally misspel their email address
There could be a temporary issue at our email sending provider (Mailgun) that is delaying emails
There could be a temporary issue at your email provider that is delaying emails
You may have very strict email filtering enabled and don't accept email from new senders (in this case you should update your rules to allow email from support@malcolm.app)
Your email provider may be rejecting email sent by our email sending provider (Mailgun)

The quickest resolution in many cases is simply to register again using a different email address.

Question 3

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 4

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 5

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 6

How do I delete feedback on an FAQ or Workflow?

Accepted Answer

Feedback collected via Malcolm! can only be seen by suitability authorised team members on your instance but there may be situations where you want to delete it, for example if it contains personally identifiable information and your organisation has a policy that you only want to store this for a certain period of time.

To delete feedback for an individual FAQ select the "Delete data" option in the Analyse section of the FAQ.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/IK3fsFzNON/Delete%20FAQ%20Data%20in%20MyMalcolm.png (Delete FAQ Data in MyMalcolm)

To delete feedback for an individual Workflow select the "Delete data" option in the Analyse section of the Workflow and then select either "Delete feedback data" or "Delete all data" (which will also delete all your completion data)

Question 7

Can I translate or change the system text and labels my users will see?

Accepted Answer

In addition to the FAQ and Workflow content that you create in MyMalcolm you can now change all the system generated text and labels your users see and interact with in the front end of Malcolm!

This means you could, for example, completely translate all the parts of Malcolm! your users will see into a different language.

The majority of the system text is stored and changed within your theme. Themes live in the Brand section of MyMalcolm.

Quite a few bits of system text can be changed contextually as you browse around the sections of your theme, however for the complete list of text you can change go to the "advanced" tab. Here you will have access to your custom language file. The language file stores any changes to the default system text. You'll see any changes you've already made in the other parts of the theme interface reflected here.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/E6kdxuV8w9/screenshot-my.malcolm.app-2020.08.12-00_01_21.png (Edit your language file in MyMalcolm)

At the bottom of the screen you will see two buttons.

Show dictionary - this will show you a complete list of system text items with some further information about where the text is used
Show language file - this will show you all the default values for system text

You can copy the key and default value for a bit of text, paste it into the custom language file window and then edit it. The part you want to change is on the right hand side.

For example, if you wanted to change the text next to the send FAQ by email functionality to be "Please email me" you would add the following to your custom language file

"Heading: Email this answer": "Please email me",

Please note that a few items of system text your users will see are configured elsewhere in MyMalcolm:

The default values, placeholder text, validation message, tooltip title and descriptions used within Workflows are configured in the Workflow builder - you click on the content element when it's been placed on a page in the builder to edit these items
Window titles and button text for Embeds are managed within the visual style section of the respective embed in the Share section (although you can change the default values used via the language file)

Question 8

Do you support anchor links?

Accepted Answer

We support the ability to scroll the user to certain parts of your content on the same page via anchor (or "jump") links.

To insert an anchor click the anchor icon in the markdown editor. Type a name for your anchor in the dialog and hit insert (Malcolm! will make your text lower case and replace any spaces with a dash)

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/oCqoO1obU2/Insert%20anchor.png (Insert anchor dialog)

To link to the anchor use the create link dialog and find your anchor from the drop down list.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/7oI1UVxRhF/Target%20link%20to%20anchor.png (Target link to anchor)

Malcolm! will then add markdown to your content, you can see an example below

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/TkGY25Md9d/Anchor%20and%20target%20in%20markdown.png (Anchor and target in markdown)

Alternatively you can create your anchors and links directly in markdown, the syntax is as follows

To define your anchor

To link to your anchor

See the video below for a walkthrough of this feature

Question 9

Can I link to a Workflow when a user rates content?

Accepted Answer

When a user rates your FAQ or Workflow you may wish to link to a Workflow from the rating area to collect more detailed, specific information. That Workflow could in turn pass data to your other systems (eg ticketing systems or CRM) via an Integration or Webhook.

This feature can be used in combination with, or as an alternative to, the feedback comments feature.

You can enable this functionality for FAQs and/or Workflows via Settings --> FAQ --> General or Settings --> Workflow --> General respectively.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/HwJyEPPI3q/resources/VMGzMXACpu/Screenshot%202021-03-11%20at%2008.25.31.png (Post feedback Workflow configuration in MyMalcolm)

Here you can choose the Workflow linked to when the user gives feedback.

The default copy for the link text is "Submit additional feedback" but you can change that via the language file - details on how to do this here.

If you are going to enable this feature it may make sense to turn feedback comments off so all comments are captured in your Workflow. We also recommend you turn off the feedback on the individual Workflow you use for the post Workflow feedback (via the configure tag of the individual Workflow in question). This will avoid the user being asked for feedback on the feedback!

Question 10

How do I delete data submitted to a Workflow?

Accepted Answer

You can delete some or all of the submitted data (including uploaded files) associated with a Workflow by selecting "Delete Data" in the Analyse tab of the relevant Workflow.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/tRaFrYJwoo/resources/lcSsh5w64C/Screenshot%202020-11-20%20at%2023.06.05.png (Delete Data dialogue in MyMalcolm)

You can choose to delete all data or selected data between two dates. Note that as well as removing data the delete process will also remove any exports you previously generated that contain the data plus any files uploaded via the Workflow and MyMalcolm activity logs. Please therefore export and download to your local system any data you wish to keep before starting the delete process in MyMalcolm.

Ratings, analytics and feedback associated with deleted Workflow completions will be kept and can still be reviewed via MyMalcolm post delete.