Link related forms with workflow logic
Our Workflow feature is a powerful tool that supports a wide range of scenarios, from basic approval processes to more complex workflows involving several steps, multiple people, and advanced routing logic.
Approval
Example: Submit a vacation request form to a manager for approval or denial
Approval with logic
Example: Have sales personnel submit new contracts for review by more than one person depending on their value
Forms package
Example: Have new employees fill out multiple related forms, such as insurance, benefits, and equipment preferences
One form to many people
Example: Collect job applications and have them reviewed by many
The Workflow feature allows you to link two or more forms together, and with additional logic can support a large variety of use cases. After the first form is completed, a follow-up form can be sent to one or more people.
You can carry responses across separate forms using optional form mappings, automatically filling fields from previous answers to create a highly efficient workflow process.
The information collected from a form can be sent to multiple people, and you can then collect additional feedback or approvals from them. This can be used to involve a large team and help to simplify existing processes.
In the end, all of the results collected under each form of the Workflow will be related, and you can view them all together to provide an overall birds-eye view of the entire process.
Common Questions
What is Workflow?
Workflow passes data from one form to another through a Workflow link sent in a Notification email.
How do I know who has completed the Workflow?
When the Workflow link is clicked, a Details column is added to both forms’ Results Tables. Clicking the Details link shows all of the connected results for that Workflow.
Can a Workflow have more than one step?
Yes, each Workflow link connects one form to another form and you can create links between any number of forms. The links are sent through each form’s Notifications, so you can set up multiple Notifications with links or updates to previous recipients.
Can I resend a Notification with a Workflow link?
Yes, if a Workflow link recipient needs the email again, the form owner can resend the Notification by clicking the envelope icon on the result that originally sent the Notification, then entering the recipient’s email address, then selecting the Notification.
Can Sub-users edit Workflow links?
Admin Sub-users can edit a Workflow link because they have access to all of the account’s forms, but limited Sub-users cannot.
How do I pass Signatures or uploaded files with Workflow?
Signatures and uploaded files are both submitted using input-only methods, and displaying the images or files needs to use either the Image item or Formatted Text item. To display a signature image or uploaded image file, add a Hidden Field item to the top of the destination form, then add an Image item, then use the Hidden Field’s pipe code to pass the link to the image or to the Formatted Text item. See our help article for more about passing files and images with Workflow.