Workflow Mappings

What is a Form Mapping?

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.

Configure a Form Mapping
  • 1.

    To get started, go to the "User Menu->Workflows" page then click the "Workflow Form Mappings" tab.

  • 2.

    After entering a unique name, you can then choose the Source Form and Destination Form. These should match those of the Workflow Link that this Mapping is used in.

  • 3.

    Once you choose the forms, you can then match one or more items between the two forms. Only compatible items will be available to choose. That is, text-based items can only be mapped to other text-based item, multiple-choice items can only be mapped to other multiple-choice items (or text field items, as the choices will be joined together as text), and so on. Matrix, Multi-Scale, and File Upload items cannot be mapped.

  • Using a Form Mapping

    Once your Form Mapping is saved, you can then return to the "User Menu->Workflows" page and click the Workflow Links tab, then click the link you want to add the Form Mapping to. When editing the Link, select the appropriate Mapping (only the valid ones will be displayed) and then save the Link. Now, when users visit this Workflow Link, information from the previous form will be automatically pre-populated.

    While Form Mappings can be very helpful for pre-filling items on the form for your users, another usage is to populate a Hidden Field item. In doing this, you can pass information through forms that will not be directly shown to users. We do not recommend using this method to pass very sensitive information, since the values will be present in the destination form's source code so that it still gets submitted with the other results. However, this can be very helpful if you want to send a response back to the user filling out the first form in a long Workflow chain, such as in the Request & Approval Example. In this case, you may want to pass the initial user's name and email address into the final form so that they can be notified when their request was approved or denied.

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