ITONICS External Gateway

The External Gateway enables you to leverage crowd knowledge and expertise from your clients, partners, and relevant communities.

Configure an external form to retrieve information from the users, outside of your ITONICS ecosystem. 

The External Gateway is highly configurable and accessible for non-ITONICS users via a link. The site can be integrated into other internet pages as desired, for example, your company homepage. The design of the External Gateway can be freely customized using HTML, CSS, and inline Javascript to match your corporate design.

Possible use cases are Open Innovation Challenges, Crowdsourcing, or applications from startups and companies.

Who can use this feature?

Only the Application Owner role can use this feature.

Enable the External Gateway

The first step is to enable the External Gateway module for a specific Entity that you want to work with. Go to Settings > Entity Configuration > Entity Configuration and open the Entity by clicking the Edit (pen) icon.


Look for the External Gateway card (1) under the Modules/Features section and check the box on the left corner of the module card. When the checkbox is marked the card should change the layout color from light gray to the system color. Don't forget to press the Save button (2) at the bottom of the page.


Note: If you cannot see the External Gateway module, please contact your ITONICS Account Manager.

Configure the External Gateway

After enabling the module you can configure it according to your preferences. To access the Manage External Gateway section tab click on the Edit (pen) icon on the Entity Configuration interface.


Go to the Manage External Gateway menu (1) and click the Add new Gateway button (2) in order to create a new External Gateway. All existing External Gateways are listed in the table below the button (3). In the table, you see four columns: 

  • Name of the External Gateway
  • URL through which the External Gateway is accessible
  •  Fields that are used in the Gateway 
  • Action icons to Edit (pen) and Delete (bin).

To edit an existing External Gateway, click the Edit icon (4).


Note: You can configure as many External Gateways as you want for each Entity.

General Settings 

Basic information

  • Define the Gateway Name. The name will be shown as the title on the input form and is used as an identifier in the ITONICS system. (1)
  • Define the Gateway URL. Choose your desired path, e.g. https://system-url/startup-gateway. (2)
  • Define Automated mapped fields. If you want to set default values, select a field from the Field Name list. Next, select the desired value from the Field Values list. You can define multiple field mappings by clicking Add more fields button and repeating the previously described field and field value selection. If you want to remove a field mapping, click the x on the right-hand side of each field mapping. (3)
  • Define Related Elements. Type in the title of related Elements or double-click in the search field to get suggestions. You can add multiple Elements. Check out the article on Related Elements for more information. (4)


Additional Options

  • Define the Status of the Element, after saving. The status can either be Published or Draft. (1)
  • Define Redirect Link. The Proposal Submitter will be redirected to the defined URL after sending an Element. The URL must start with https:// or https://. (2)
  • Activate Captcha. Define whether a CAPTCHA (Completely Automated Public Turing test to tell Computers and Humans Apart) must be solved before saving a new Element or not. (3)
  • Show Terms & Conditions. Define if privacy and policy documents should be activated. If Yes is selected, define which of the existing documents should be shown in the form and must be accepted in order to save a new Element. (4)
  • Confirmation Mail. Define if an email will be sent to the creator of the Element. If Yes is selected, define which of the existing email templates should be sent. Select one from the E-Mail Template dropdown field. (5)
  • Notify Gateway Responsible/s. Define if an email will be sent to the responsible/s of the Gateway. If Yes is selected, define which of the existing e-mail templates should be sent. Select one from the E-Mail Template dropdown field. (6)
  • Define Page Headline. The headline is shown on the input-form, below the title and could serve as a guide for the user; for example, Submit your Startup application. (7)


Use the Code editor. Add your Code to style your gateway according to your preferences. See the section Code Examples.

Code Examples and Best Practices

There are two Tokens available [gateway:headline], [gateway:form] that can be placed in your code to design and structure the headline and the form section. The form section is the main part and holds the fields to be filled out. (8)


As soon as you add something in the HTML code editor, the default will be overwritten. Make sure that you place at least the token for the Gateway-form inside the Formular.



Note that the external gateway by default displays the Login Page Background + the Top Wrapper. In order to hide the top wrapper and set the background to non-repeated add this code snippet:

body {
background-repeat: no-repeat;
background-size: cover;
.campaign-detail-abstract-top-wrapper {
display: none;


In order to set the Headline centered, the color white, and add some spacing to the top and bottom, add this code-snippet.

h1 {
color: #ffffff;
text-align: center;
margin-top: 2%;
margin-bottom: 25px;

When ready, click the Save button. (9)


Form Configuration

Note: You must, at least once, click the Save button to access the FormConfiguration tab.

Click on the Edit icon (pen) of your External Gateway.


Next to the General Settings tab, you see the Form Configuration tab. Click on Form Configuration.


You can configure which fields will be shown in the External Gateway form, i.e. which information you want to retrieve from the user. Check out the video on the View & Form Configuration

Note: The configuration is independent of the Element Form Configuration in your ITONICS system. This means you can configure one Element input form for the External Gateway and one for your ITONICS system.

Please note that you cannot use the following field types in the External Gateway:

  1. User Search Fields
  2. Location Search Fields
  3. Group Fields

Notify External Submitters

After successfully setting up your gateway soon first proposals will come your way. Now it is all about management and communication. Ideally, you have already defined a Stage Gate Process to push the incoming proposals down the funnel. For that purpose you can leverage the ITONICS Portfolio module to set up a board and corresponding workflow.

Above, you want to easily stay in touch with your External Submitters to keep them informed about the status.

For that purpose you can setup semi-automated notifications by using the ITONICS Workflow

  • Use the Trigger Type Notification (1)
  • Choose the respective E-Mail Template (2) (if there is no fitting template you can use the ITONICS E-Mail Configuration)
  • Enter the Persona External Submitter as Recipient (3)
  • Save your configuration (4)


If you want to inform the External Submitter at various phases with different templates repeat the steps above.

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