Form Workflow
Last updated
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 the purpose of this explanation, we will be setting us a workflow to send a form used by HR during Offboarding of an exiting employee.
Begin by setting the trigger that determines when the form should be sent.
Trigger Options: You can select triggers such as when an entry is added, edited, or when a specific column (e.g., Status) changes.
Example: Send the form when Status changes to a selected value (like “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). You can send it to:
A specific person
A specific team (e.g., HR Team)
A dynamic user or team pulled from a tracker column
Mode: Choose whether the form is sent via a private message (for individuals) or as a feed post (for teams).
Note: Locked or archived entries cannot have forms sent for update.
Once a form is submitted, the workflow can perform additional automated actions.
Example: Update a tracker column value after the form is completed.
In the screenshot, after the HR form is submitted, the Status column is updated to "Pending IT Action".
You can configure multiple follow-up actions here.
You can send multiple forms 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, giving you full flexibility.
Admins can manage pending form requests on behalf of users:
Supported roles: Team Admins, Domain Admins, and Tracker Creators.
This can be done under the Details tab of a tracker entry.
Works similar to handling pending approvals.
After submission:
Forms disappear from the Pending Requests list.
Submitters (and possibly others with permissions) can view the submitted data using “View Response” – a read-only display of the form response.
