What is a Form?
Think of a Form as a building block in a workflow – it can kickstart the workflow or be added in as a step elsewhere. Its job is to gather data and information from someone, which can be used and referenced later in the workflow.
A practical example would be → a form may be used as the first step of a new starter workflow. If a form is being used to start a workflow then we refer to this as a ‘trigger form’. We would use the form to collect information about the new starter, such as their email, contact details etc. Upon collection of this email, the next step of the workflow may then be to send out policy documentation to be signed. At this stage, we would be able to reference the email address that we initially collected, automating the process.
Whether you’re creating a trigger form or adding a form as a step in a workflow. You will need to complete the form settings before you begin building. While the building process itself remains consistent for both types of forms, the settings differ between them.
For information on how to set up a trigger form, take a look at our Setting up a Trigger Form article!
To set up adding a form as a step in a workflow, you can follow the steps below.
How can I add a form to my workflow?
Getting started with adding a form into your workflow is super simple, at any stage of the workflow, you will simply select the green + icon and click Form from the options provided. (You will only see the step types that are available to your organisation which may differ from the ones below).
Selecting Form will add this as a step in your workflow and you will be provided with an option to ‘Start New’.
This is where you will begin to design your form, simply select the plus symbol, allowing you to get started!
Once you have selected ‘Start new’ you can start to complete the form settings. Keep in mind that these settings vary to those for setting up a trigger form, as mentioned earlier.
So let’s take a closer look at each of the form settings:
Form Name → Provide a name for the form; keep this relatively brief and concise to ensure that the form is easily identifiable later.
Send Form To → Next, you'll need to input the respondent. A convenient way to do this is to tag them from elsewhere in the workflow. For support with this, check out Adding a Tag
Form Due → Establish a deadline for form submission. Additionally, you can incorporate reminders in case the form remains unfinished by the designated due date. For more details, take a look at our guide Adding a Reminder!
Create Summary PDF → You can use the PDF toggle to create a PDF of each form. This can be helpful for keeping personal records, and it also comes in handy if you want to refer back to the form in different parts of the workflow using tags.
Add Instructions → Once you have included a recipient for the form, you will then be able to use the blue ‘+ instructions’ button to add information which will be provided alongside the form. You may want to provide details about the requester of the form and the desired completion timeframe. You can also add tags as part of your instructions, making reference to information gathered elsewhere. Adding a Tag
Now that you’ve completed your form settings, you’re ready to populate your form with content.
When it comes to form building, there are so many cool features available to you that we thought they each deserved their own page. Take a look below to see which articles might be helpful to you!
Forms: Settings and Logic Feature