Workflow Examples

Workflow setup options & examples

There are various ways that you can setup a Workflow to suit your needs.

  • Chain Forms: Link forms together so that they are filled out sequentially. This represents a one-to-one relationship between a source and a destination form.
  • Group Forms: Relate multiple forms together, allowing each to be filled out separately. This represents a one-to-many relationship between a source and one or more destination forms.
Workflow chaining

"Chaining" refers to a Workflow where each form is visited in order. That is, each Link joins one form to another. Since each form has just the single entry point, you can be sure that users will progress through the Workflow in a defined order.

Chaining examples

There are a wide variety of Workflows that you can setup, but below is a sampling of common tasks:

  • Request & Approval Link two or more forms together, with an optional mapping. For example, the first form can be a request for vacation time, and the second an approval form. Then, send the Link to the manager after an employee fills out the first form. You can optionally send an email back to the user after the second form if you use a Form Mapping to pass their contact information into the second form as well.
  • Save & Return Link two forms such that users can keep coming back to the second one with the same Link. To do this, set the Link's Result Limit to "Single (Save & Return)". This can be used to create a "lite" version of Save & Return.
Workflow grouping

"Grouping" refers to a Workflow where the initial form links to multiple forms. Due to this, each of the subsequent forms can be filled out in any order. This can be helpful when you want to prompt for follow-up information and/or to compile a "packet" of documents from a user. When using this method, the user would not need all of their information at once, and each sub-forms' results can go to different recipients.

Grouping examples

There are a wide variety of Workflows that you can setup, but below is a sampling of common tasks:

  • New Client Package The first form could collect contact information. Then, after that send out links to follow-up forms, to collect more in-depth information such as financial info, investment objectives, or payment for services.
  • Class or Camp Registration Collect basic information in the first form. Later forms can then collect details like medical release information, and desired class or activity selections.
Extra credit
  • You might be thinking that "Grouping" looks a lot like "Chaining", just with extra forms involved, and you would be right. However, the actual usage and implications of such a setup can fit very different needs. To expand upon this idea further, you can combine different ideas and logic to create extremely complex and powerful Workflows.
  • You can use Notifications with Conditional Logic, or Rules, to implement even more complex logic with your Workflows. Since a Workflow Link gets sent in a Notification, the Conditional Logic options of the Notification can help you control who should receive that follow-up link, or if it should be sent out at all.
Over 1 Billion forms submitted