Workflow Examples

Workflow examples
  • Chained forms: One form that leads to another form is a chain. If the email notification includes a single Workflow Link, it’s a chain.
  • Grouped forms: One form that leads to multiple forms that can be completed in any order. Workflow groups have email notifications that contain more than one Workflow Link.
Chained Example 1: Approval Workflow

Description: The source form is a request form that sends an email with the Workflow Link to the manager, and the destination form is the approval form that the manager completes.

How to build it:

  • Create the forms
  • 1.

    Build the request form. Click the Create New Form button, choose a blank form, then add form items to allow the visitor to make their request

  • 2.

    Create the approval form by making a copy of the request form. Go to the My Forms page and click the copy icon, then name the approval form

  • 3.

    Edit the approval form. Click the Edit link on the approval form and add the approval items (Radio Button item with "Approve/Deny")

  • Create the Workflow & Link
  • 4.

    Go to "User menu->Workflows", click the New Workflow button and name your Workflow

  • 5.

    Click the New Link button, name the Workflow Link, then set the Result limit and optionally set the Password

  • 6.

    Choose the Source form and Destination form, then choose the first item and its destination to map

  • 7.

    Click the green addition icon to select another item to map, then repeat until all items are mapped

  • 8.

    Click Save

  • Create the Notification
  • 9.

    Click the link's New Notification button

  • 10.

    Set the Notification's To address, Subject line, and Workflow Link text

  • 11.

    Click Save

  • Optional enhancements
  • 12.

    Go to the approval form's "Form Settings->Notifications" page to send emails after the approval

  • 13.

    Use the Notification's conditional logic settings to send separate "Approved" and "Denied" emails

  • Test
  • 14.

    Test the Workflow by completing the request form, clicking the link in the email, then verifying the mapped information

  • Chained Example 2: Single Form Workflow

    Description: Use the same form as the source and destination to allow the visitor to Save & Return without logging in, or to allow for multiple results without having to complete the contact information.

    How to build it:

  • Create the forms
  • 1.

    Build the form by clicking the Create New Form button, choosing a template or blank form, then add form items using the Form Editor

  • 2.

    Add a Checkbox item at the end of the form labeled "Send another result"

  • Create the Workflow & Link
  • 3.

    Go to "User menu->Workflows", click the New Workflow button and name your Workflow

  • 4.

    Click the New Link button, name the Workflow Link, set the Result limit to Single (Save & Return), and optionally set the Password

  • 5.

    Choose the same form for the Source form and Destination form, then select the first item to copy between forms from both dropdown lists

  • 6.

    Click the green addition icon to select another item to map, and repeat until all items to copy are mapped

  • 7.

    Click Save

  • Create the Notification
  • 8.

    Click the link's New Notification button

  • 9.

    Set the Notification's To address to the Email Address item with the visitor's email

  • 10.

    Enable the Conditional Logic and set it to send when the Checkbox is checked to send another result

  • 11.

    Set the Workflow Link text to "Send another result"

  • 12.

    Click Save

  • Test
  • 13.

    Test the Workflow by completing the form, clicking the link in the email to "Send another result", then verifying the mapped information

  • Grouped Example: New Client Package

    Description: The source form collects the client’s contact information and sends the client an email with Workflow Links to follow-up forms that don’t require completing the same information.

    How to build it:

  • Create the forms
  • 1.

    Build the first form by clicking the Create New Form button, choosing a blank form, then adding form items to collect the visitors contact information and any common data

  • 2.

    Create the rest of the forms the same way, optionally setting the common items to Read-only or by changing them to Hidden Field items

  • Create the Workflow & Links
  • 3.

    Go to "User menu->Workflows", click the New Workflow button and name your Workflow

  • 4.

    Click the New Link button, name the Workflow Link, set the Result limit, and optionally set the Password

  • 5.

    Choose the first form as the Source form and the first follow-up form as the Destination form, then select the first item to copy between forms from both dropdown lists

  • 6.

    Click the green addition icon to select the remaining common items to map, and repeat until all items to copy are mapped

  • 7.

    Click Save

  • 8.

    Repeat the New Link process (steps 4-7) until all of the follow-up forms have links

  • Create the Notification
  • 9.

    Return to the first form's "Form Settings->Notifications" page, then click the New Notification button

  • 10.

    Set the Notification's To address to the Email Address item with the visitor's email

  • 11.

    Set the Workflow Link text to the first follow-up form, then click the green addition icon to select the remaining Workflow Links, then enter their link text to be included in the Notification

  • 12.

    Click Save

  • 13.

    Go to the follow-up forms' "Form Settings->Notifications" pages and create notifications to send after the forms are completed

  • Test
  • 14.

    Test the Workflow by completing the first form, then clicking the links in the email to verify the mapped information

  • Workflow pages
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