# Form Workflow

### Overview

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.

<figure><img src="/files/Sa1BqIbtRHdvCRZuyqHA" alt="" width="563"><figcaption></figcaption></figure>

For this example, we will set up a workflow that sends an HR form used during the offboarding process of an exiting employee.

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### Triggering the Workflow

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.

<figure><img src="/files/4uPuJvLBxinK82sAXbau" alt="" width="563"><figcaption></figcaption></figure>

For our example, we will set the Trigger to send the form when our **Status** column changes to a selected value, “Initiate HR Offboarding”.

<figure><img src="/files/lOyPPQbkRbv1LFExwSOb" alt="" width="563"><figcaption></figcaption></figure>

You can add multiple change conditions if needed using **Specify another change.**

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### Adding Conditions (Optional)

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”.

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### Sending a Form

The key **Action** in this workflow is **Send a Form**.

**Selecting a Form**: Choose from the list of forms available in the current tracker.

<figure><img src="/files/D4ffOfRplsgz4NGZWDF4" alt="" width="563"><figcaption></figcaption></figure>

**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.

<figure><img src="/files/S4rrkqADqmKME45kUiAm" alt="" width="563"><figcaption></figcaption></figure>

* **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.

<figure><img src="/files/CDoLcfIX0I7gZGG7H0H1" alt="" width="563"><figcaption></figcaption></figure>

For our example, we will send the form to the HR Team via the Newsfeed.

<figure><img src="/files/N61ECTZP6kqmKblOJMfU" alt="" width="563"><figcaption></figcaption></figure>

{% hint style="warning" %}
Locked or archived entries **cannot** have forms sent for update.
{% endhint %}

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### On Form Submission – Follow-Up Actions

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.

<figure><img src="/files/7gsPigmz9is0zgTUDnd6" alt="" width="563"><figcaption></figcaption></figure>

Multiple follow-up actions can also be configured here.

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### Sending Multiple Forms

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.

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### Proxy Submission Support

Admins can manage pending form requests on behalf of users. This can be done via the **Details** tab of a tracker entry.

<figure><img src="/files/9hrB7bggaforvsUy0jfR" alt="" width="563"><figcaption></figcaption></figure>

This functions similarly to handling [pending approvals](https://guides.mangoapps.com/user-guide/trackers/tracker-workflows/creating-a-tracker-workflow/approval-workflow#pending-approvals).

<figure><img src="/files/ZVsyxKKloeFoAtq9bf1S" alt="" width="563"><figcaption></figcaption></figure>

Supported roles: **Team Admins**, **Domain Admins**, and **Tracker Creators**.

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### Viewing Submitted Forms

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.&#x20;

<figure><img src="/files/CXlU0Yj0F5DLDNsrIg3G" alt="" width="563"><figcaption></figcaption></figure>

Otherwise, the information will be populated into the associated tracker as normal.


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