Workflow

What is a Workflow?

Workflows allow you to relate forms in your account to one another. This is helpful when you want to ask the user for follow-up information or request approval from a third-party.

You can find more information below, as well as at each of the Workflow Documentation sub-pages:

To use the Workflow features, you must have a Pro 2 or higher service level.

As easy as 1, 2, 3

There are just three simple steps to setting up a Workflow. While you can implement very complex and powerful logic, the basic requirements are:

  • 1.
    Build Forms

    We can generally assume that you have your forms setup already, but first make sure each form that is to be part of the Workflow is created.

  • 2.
    Build Links

    At the "User Menu->Workflows" page, create the Workflow Links that join each form together.

  • 3.
    Use the links

    Once your Workflow Links are setup, add them to a new or existing Notification.

  • Workflow Links

    At the heart of Workflows are Workflow Links. These are special links that you can setup, and are what actually relates one form to another. Each Workflow Link has a source and a destination form, that is, which form they are valid for, and to which form they should redirect the user. Beyond this, you can also configure how many times it can be used, optional Form Mappings, and an optional password. For a more in-depth look, see the Workflow Links Documentation.

    Form Mappings

    Form Mappings allow you to carry information from one form to another. This can be helpful if you need to save the user's name or other identifiable information with each form, but don't want to make them enter it each time. For a more in-depth look, see the Form Mapping Documentation.

    Workflow setup options & examples

    There are various ways that you can setup a Workflow to suit your needs. For detailed information about some common options, please see these examples.

    Workflow results

    You can view your results for a Workflow by visiting the "Results->Results Table" page, and clicking the "Details" link under the Workflow column. Please note that the Workflow column will only show up when the given form is part of a Workflow, and the Details link will only appear when another Workflow result has been collected which relates to the given result.

    Workflow walkthrough

    To help illustrate how to setup a Workflow, let's walk through an example. We'll use the two forms shown below...

    "Online Form" (Form 1) asks for some basic information from User A, and "Follow-Up Form" (Form 2) asks a different person (User B) for some feedback about the responses to the first form. When we're done, after User A fills out Form 1, our Workflow will automatically send the link to the second form to User B. Then, after User B finishes, an email will be sent back to User A with the feedback from User B. Got all that? Ok, let's get started...

    Before setting up the Workflow, make sure each form has been built at the "Form Editor" page.

    This is a good time to consider any information that you want passed between forms. Since we want to send an email back to User A after the second form is submitted, we'll add an Email Address item to Form 2.

    We'll cover this in more detail later, but "User's Email Address" on Form 2 will store User A's email address and be used in a Notification.

    Next, we'll configure a Form Mapping to use with our Workflow. This is what will allow us to pass User A's email address from Form 1 to Form 2. Since we know we want to do this, we can set it up in advance, and then use it later in the Workflow Link below.

    To configure the mapping, you just need to select the two forms you want to join (this should match the Workflow Link), then select the items from each form. In this example, User A's response to "Email Address" from Form 1 will be passed into "User's Email Address" in Form 2.

    The next step is to setup a Workflow Link. This is what actually relates our two forms together. Get started by going to the "User Menu->Workflows->Workflows" page. Click the "New" button to create a new Workflow, give it a name, and save. Then, click the "New Link" button to start configuring the link. You can then give it a name and select the Source and Destination Forms.

    In this example, the source form is "Online Form" (Form 1) and the destination form is "Follow-Up Form" (Form 2).

    Also, choose a Result Limit. This controls how many times the link that is sent out can be used. Since we just want to collect a single result for Form 2, we'll select "Single (Save & Return)". You can also choose "Unlimited" or "Limited".

    Finally, there are two optional settings: Form Mapping and Password. Since we know we wanted to use a mapping (configured above), we'll select that here. We will not use a password in this example, but this can be used to secure access to Form 2 when using the link.

    After setting up the link, you should see something like this. The Workflow Link will be grouped under its source form, with an arrow pointing to the destination form.

    We're not quite done yet though. You may notice the "Unused Link" message. This is being shown because, while the link is setup, it's not actually used anywhere. To take care of this, click the "new Notification" link.

    This will take us to the "Form Settings->Notifications" page. You can setup the Notification any way you like, however, be sure to select the appropriate "Workflow Link". If you come to this page via the "new Notification" link from above as we did, this will be pre-selected for you. You can then proceed to customize the link's Label text, which is what will be displayed in the email.

    We generally recommend including a Custom Message in Workflow Notifications to give users more information and to tell them to click the Workflow Link to continue.

    Additionally, if Form 2 is intended to be a feedback or approval form, etc., you will also likely want to check the box to "Include Form Results" so that User A's responses are also shown in the email. For the sake of conciseness in this example, we left this disabled, but in the real world this is something you would normally want to include.

    Finally, you can click the "Workflows" link to return to the "User Menu->Workflows" page. You'll notice that the "Unused Link" message is gone now, and that the Notification we created is listed inside of the Workflow Link's box.

    And that's it! Our Workflow is all setup and ready to go. After User A fills out Form 1, our Notification will be emailed to User B with a link to Form 2.

    But wait, there's more!

    As noted above, if you want to send a Notification back to User A after Form 2 is filled out, you just need to create a new Notification under Form 2 using the "User's Email Address" item as the "To" field. You'll also probably want to include the form results, or Pipe them into a custom message.

    For an extra bonus, you can also define Conditional Logic for the Notification [not pictured here]. This would allow you to send out an email only when User B "approves" User A's submission, or whatever makes sense for your particular Workflow.

    After you've collected results with your shiny new Workflow, you'll probably want to view those results, right? Well you're in luck because if you visit the "Results->Results Table" page for a Workflow-related form, you'll see a special "Workflow" column. Any result which has been joined to another one via a Workflow Link will have a "Details" link.

    When you click the "Details" link, the Workflow Dashboard page will pop up for that set of results. This page will show the results related to the selected result that were collected as part of your Workflow.

    In addition to normal results details and options, there will be a "Source #" column. This houses the Reference # of the "parent", or "source", result.

    You'll also find PDF options at the top of this page that will let you download the whole bundle of results in the chosen PDF format.

    And that concludes our basic Workflow walkthrough! We touched on all of the major features, but you can view more information about each section above and at each of the Workflow Documentation sub-pages:

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