Form Workflow
Last updated
MangoApps User Guide
Last updated
Form workflows allow you to automate the process of sending forms for data collection or updates directly from tracker entries. This workflow type is available in the Create Workflow editor.
This enhancement enables form assignment based on tracker activity like entry updates or status changes.
For this example, we will set up a workflow that sends an HR form used during the offboarding process of an exiting employee.
Begin by setting the trigger that determines when the form should be sent.
Trigger Options: You can choose to trigger the workflow when an entry is added, edited, a specific column changes, or at a scheduled time.
For our example, we will set the Trigger to send the form when our Status column changes to a selected value, “Initiate HR Offboarding”.
You can add multiple change conditions if needed using Specify another change.
You can narrow down when the workflow runs by adding conditions.
Conditions help ensure that the form is only sent if other tracker fields meet specific criteria.
Example: Only send the form if Department is “HR”.
The key Action in this workflow is Send a Form.
Selecting a Form: Choose from the list of forms available in the current tracker.
Send To: Choose the recipient(s).
A specific person
A specific team
A dynamic user or team pulled from a tracker column
Mode: The form will be sent either as a private message (for individuals) or as a feed post (for teams). This dropdown will automatically populate based on the option selected in the Send To field.
Send via message: The user will receive a private message with a link to the form. If email notifications are enabled, the user will also receive an email alert.
Send via Newsfeed: The team will receive a feed update with the link to the form. If email notifications are enabled, team members will also be notified via email.
For our example, we will send the form to the HR Team via the Newsfeed.
Locked or archived entries cannot have forms sent for update.
Once a form is submitted, the workflow can perform additional automated actions.
For our example we will update a tracker column value after the form is completed. After the HR form is submitted, the Status column is updated to "Pending IT Offboarding" since we will need multiple forms to be completed.
Multiple follow-up actions can also be configured here.
Multiple forms can be sent for the same tracker entry:
Sequentially: By creating multiple workflows with different triggers/conditions.
In parallel: By configuring several workflows to send forms simultaneously to different recipients.
Each form workflow operates independently, providing full flexibility.
Admins can manage pending form requests on behalf of users. This can be done via the Details tab of a tracker entry.
Supported roles: Team Admins, Domain Admins, and Tracker Creators.
After the form is submitted, it will disappear from the Pending Requests list.
Submitters (and others with permissions) can view the submitted data by clicking the View Response button for the entry. This will access a read-only display of the form response.
Otherwise, the information will be populated into the associated tracker as normal.
This functions similarly to handling .
