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How to Create an External QR Code in Corfix

This article will summarize how to create an external QR code so workers outside your organization can fill and sign a form, and what happens to your QR code when you update a form template.

 Overview & Explanation

External QR codes let people outside your organization, like subcontractors or site visitors, fill out and sign a Corfix form without needing a Corfix account. You generate the QR code once, post it or print it where it's needed, and anyone who scans it can complete the form from their phone.

A QR code always links to the most up-to-date version of your form template. You do not need to reprint or regenerate a QR code after editing a template. More on this below.

Before You Start

If you are trying to create an external QR code and the template is not showing as an option, this may be due to one or more of the following:

  1. The form template has not been published or is still in draft.
  2. The form template type is not supported for external QR codes:
    • Supported: Filled By: Creator
    • Not supported: Filled By: Signer or Both
    • Not supported: Any template with "Enable Additional Entries"
  3. Your user role or permissions do not allow access to that template.
  4. The template has been archived or deleted and is no longer active.

How to Create an External QR Code

Step 1: Go to the "All Forms" Page

From the left-hand menu, click the "Forms" dropdown, then select "All Forms".

Step 2: Click "Generate QR Code"

In the top-right corner of the screen, click the "Generate QR Code" button.

(Screenshot 1: Generate QR Code button on the All Forms page)

Step 3: Configure Your QR Code

In the pop-up window, choose the QR Type, select the Project, and choose the Form Template.

(Screenshot 2: QR code configuration pop-up)

The QR code will be automatically generated and displayed on your screen.

💡 Tip: You can add multiple templates to a single QR code. Anyone who scans it can choose from the available template list, making it more flexible and user-friendly.

📌 Suggested Use Case: A construction company could generate a single QR code for a job site. Workers and subcontractors can scan it and select the appropriate template, such as a Safety Checklist, Daily Log Report, or Incident Report, depending on what they need to complete at that moment.

💡 Tip: Click "Save QR Code" under the image to download it. This allows you to print it or share it digitally.

How to Use the QR Code (for External Users)

Step 1: Open the Camera on a Mobile Device

Launch the camera app on your smartphone.

Step 2: Scan the QR Code

Hover the camera over the QR code. A link will appear. Tap it to open the form.

Step 3: Enter Contact Information

You'll be asked to provide your first and last name, email address, and company name to access the form.

Step 4: Complete and Sign the Form

Fill out the required fields and add your signature as prompted.

Note: Once completed, the external user will automatically receive a copy of the form by email.

Do I Need a New QR Code When I Change My Form?

No. Your QR code is linked to the form template itself, not to a fixed copy of it. When you make a change to the template and publish it, the existing QR code will automatically serve the updated form the next time it's scanned.

This means:

  • Edit freely. Add fields, reword questions, or update sections. Your printed QR codes on job sites, posters, and binders will all reflect the change with no action needed.
  • No reprinting. The same printed QR code keeps working through every template update.
  • When you WOULD need a new QR code: if the template is archived or deleted, or if you want the QR code to point to a different template or project, generate a new one.

💡 Tip: Because changes take effect immediately, double-check your template before publishing. Anyone scanning a posted QR code will see your latest published version right away.

Use Cases and Benefits

  • Job site safety forms: Post one QR code at the site entrance and update your Safety Checklist template throughout the season. The code never changes.
  • Subcontractor sign-in: Collect contact information and signatures from workers outside your organization with no accounts required.
  • Incident reporting: Anyone on site can report an incident immediately from their phone.
  • Seasonal or regulatory updates: When compliance requirements change, update the template once and every posted QR code is instantly current.