Collaboration & Workflow

Automating Form Workflows

Last Updated: Jul 11, 2016 01:58PM PDT

 

GoFormz Workflow Automation is a powerful tool that lets you set up form actions that happen automatically based on certain triggers. For example, you may want to send an email to the customer whenever a form is completed. In this case, form completion is the trigger, and emailing the customer is the action.

This article goes over how to set up a new workflow automation or edit an existing one. For more on what workflow automations are, see here.
 
Automated workflow is managed on a per-template basis, so a given workflow only operates on forms created from one specific template. To set up a new workflow or edit an existing one, follow the steps below.
 
Step 1. Navigate to the Template Events window
Workflow automation is set up in the Template Events window. To open this window, navigate to the Templates Tab and click the name of the desired form template to open it in the Template Editor. Then click the Manage Events link at the top of the editor to open the Manage Template Events window.



 
Step 2. Create a new event, or select an existing event to edit
To create a new event, click the Add Trigger button at the top of the window. To edit an existing event, just click on the desired event in the Triggers In-Use section at the top.



Step 3. Configure your trigger
As the name implies, triggers initiate the workflow.  Triggers are set under the When this happens section in the middle of the Manage Template Events window.


 There are two key components to the trigger -- who does it (User dropdown) and what they do (Trigger dropdown).
 
In the User dropdown, select who can trigger the event. This can be an individual user (e.g. Jane Doe), or a user group (e.g. Field Techs). Select “Anyone” if you want to allow any user in your GoFormz account to trigger the event. In this example, we’ve selected the Supervisors user group.


 
In the Trigger dropdown, choose what the selected user/group has to do to trigger the event. Available options are:
  • Completes form: When the user clicks the Complete button on a form. When this trigger is selected, an additional checkbox appears that reads Do not run again after form has been reopened.
    • ​When the box is checked, the event will only happen the first time that a form is completed -- it will not happen again if the form is reopened and completed again. One use case for this is events that email a customer -- you probably want to email the customer just once, rather than spamming them each time someone reopens and re-completes the form.
    • When the box is not checked, the event will happen every time the form is completed. A use case for this is saving the form to Box -- you will generally want to do this each time the form is completed, to make sure you have the very latest version of your form in Box.
  • Receives a transferred form: When the user receives a form via a form transfer.
  • Has a public form submitted: When a Public Share form is submitted for a form owned by the user.

 
In this example, we’ve selected “Completes form”. So this event will be triggered when a user in the Supervisors group completes a form that was created from this template.
 
Step 4. Configure the Action
The next step is to select the action that is initiated by the trigger. In this example -- what happens when a user in the Supervisors group completes a form created from this template?
 
The action can be selected from the dropdown under Do the following toward the bottom of the window. In this example, we selected the “Email” action.


 
Depending on which action you select, you will see a different set of configuration options here. Use the links below for details on configuring each action type: Note that you will not see the “Save to Box” action unless the Box integration has been activated in your account.
 
Step 5. Save your changes
Click the Save Changes button at the bottom of the window to save your template events.
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