Issue with Survey Access for External Users – Need Help Configuring Public Survey Access

[axelgd]

Hello,

I'm working on a Flow in ServiceNow and need help resolving an issue related to survey access for external users. Here's the setup:

Flow Logic:

- Trigger: When a record in Table A changes state from Resolved to Closed
- Step 1: Create a record in the asmt_assessment_instance table to launch a survey
task_id: Set to the ticket number from Table A
metric_type: Set to a Survey Definition (configured with Public Access)
user: Assigned to an email address (could be external, not necessarily a registered user)
- Step 2:Update the original Table A record with the sys_idof the assessment instance
- Step 3: Send a notification with a link to the survey (using the sys_id of the assessment)

- Problem:

When the recipient (an external user) clicks the survey link, they receive the error:

"You are not authorized or the record is not valid."

Even though the Survey Definition is marked as Public Access, it seems the asmt_assessment_instance record itself is not accessible to users who aren't authenticated.

- What I'm Trying to Achieve:

I want to send the survey to an external email address, even if that email is not associated with a user record in the instance. The recipient should be able to open the survey link and respond without logging in.

- Suspected Cause:

I believe the issue is that the survey link is pointing directly to the asmt_assessment_instance, which requires authentication. I've read that using the asmt_survey_invitation table might be the correct approach to generate a tokenized, public-access URL.