Build Form workflow

As a user, it can be challenging when you submit a form and you don’t get any feedback, especially if you are waiting on the results to complete a task. Enter the workflow. The workflow tab allows the form creator to set up different status updates that can be used by the form’s reviewers to let end users know where their form stands in the process.

Assign reviewers

Reviewers are the people who can review and process or approve form entries. Reviewers' names are listed with the label Assigned to on the main Entries page and when viewing and processing form entries. Assigned reviewers get notified when form entries are assigned to them so they know to view and process the form entries.

The form creator is automatically set as a form reviewer, and is automatically selected as the reviewer for the form's initial status when the form is created. You can change or add reviewers for any status.

Add additional reviewers

You can add users or security groups as additional reviewers for any form status. When you add a security group as a reviewer, individual members of the security group can be selected as reviewers when setting up form status rules.

1. Go into edit mode on the form you want to edit.
2. Click on the Workflow tab.
3. Click in the field under Reviewers.
4. Start typing the name of a user or security group. Click on the name of the user or group when it appears in the dropdown menu. Repeat to add more users or security groups as reviewers.
5. Click Save.

Add submitter's manager as reviewer

You can add a form entry submitter's manager as a reviewer. This adds a layer of managerial approval into the form review process. By default the checkbox for this option is not selected. If the Set submitter's manager as a reviewer box is checked, managers will be notified whenever one of their direct reports completes a form entry.

There are a few things to note about manager permissions:

• Manager reviewers can’t see all of the form entries, only those of their direct reports
• If a user does not have a direct manager listed on the intranet, their form entry will not be subject to manager approval.

Impromptu reviewers

There is an option when setting up reviewer permissions to be able to add impromptu reviewers. When the box Allow impromptu reviewers is checked, people that have not been added as initial or additional reviewers on the form can be added as reviewers to an individual entry or to multiple entries by a reviewer, form manager or admin. This allows for flexibility when an additional reviewer is needed on an entry for some reason.

When the box Allow impromptu reviewers is checked, an additional checkbox option appears to allow impromptu reviewers to add more impromptu reviewers.

Remove a reviewer

To remove a reviewer, click the X beside their name. If that reviewer is selected as the reviewer for the initial form status, you will need to change the Initial reviewer before you can remove them.

• Deleted reviewers will still be listed on form entries that were originally assigned to them, and they will still have access to view them
• Deleted reviewers will be removed from the Assigned to dropdown on the form processing page and they will not have access to future form entries
• You can reassign existing form entries from a deleted reviewer to a new reviewer. Doing so will prevent the deleted reviewer from viewing existing form entries and it will permanently remove them from the original Assigned To list
• Permissions can be set on sections of a Form to allow only specific Reviewers to view or edit the data on that section of the form. If a Reviewer is removed from the Form Workflow tab, they will also be removed from any sections they have been granted specific permissions on. To learn more, see Create Form sections.

Create statuses to build form workflow

Forms come with one initial workflow status created. A newly submitted form entry has the initial status of Submitted and is assigned by default to the form creator. You can create as many In progress and Final statuses as are needed for your form's workflow process.

You can assign one or more reviewers for each form status. You can create form logic so that different reviewers can be assigned based on selections that users make on their forms.

Create form statuses

You can add as many In progress and Final status updates as you need, you are not limited to just one. For example, you could create In progress updates for when the form is Received, Under review, and Sent for management approval. You could add Final statuses like Approved and Denied.

1. There must be at least one status for the form, the Initial status. By default this status is set to Submitted. To change this, you can click the edit icon beside the initial status and replace the Status name with whatever you want.
2. To create an In progress or Final status, click the Add status button under the corresponding heading.
3.  In the Status window that opens, click in the Enter status field and enter a status name, eg. Reviewed.
4. At this point you can click Save, or continue below to Assign a reviewer.

Your statuses can be edited, deleted, and reordered, so you don’t need to worry about getting them exactly right the first time. If you edit the text or order of the status lists after the form is published, the changes will apply to all new and existing submissions. If you delete a status after the form is published, the status will not be available for future submissions, but it will not affect those already received.

Assign a reviewer to a status

1. If you are not in the Status pop-up window already, click the edit icon beside the status you want to add a reviewer to.
2. Under the Automation heading, click Assign reviewer.
3. An automation rule will appear for you to assign a reviewer (eg. When Status is In Progress, Then assign...) Click the Select reviewer dropdown under Then Assign and select the reviewer you want to assign from the list. (If you don't see the name of the reviewer you want to assign, you need to add the reviewer to the form under Workflow: Reviewers first.)
4. If you want to notify other reviewers as well as the reviewer you have assigned to the status, click the checkbox Notify other reviewers. Click in the Enter a name field, start typing the name of the reviewer you want to notify, and click on the name when it appears in the dropdown. Repeat to add additional reviewers.
5. Click Save.

If you select Submitter's Manager as the reviewer for the Initial status, another option appears below: The reviewer assigned if submitter does not have a manager. Select a reviewer from the dropdown menu beside that option that will be assigned if the submitter does not have a manager listed on the intranet.

Once a reviewer is assigned to a status, you will see the message Reviewer set beside the status.

Change the reviewer for a status

The initial reviewer for a form is by default the form creator, but you can set someone else as the initial reviewer. You can also change the reviewer that has been assigned to any status.

1. In the form Workflow tab, click the edit icon beside the status you want to change the reviewer for.
2. Under the Automation heading, click the name of the currently assigned reviewer.
3. In the dropdown menu that opens, select the reviewer you want to assign from the list. (If you don't see the name of the reviewer you want to assign, you need to add the reviewer to the form under Workflow: Reviewers first.)
4. If you want to notify other reviewers as well as the reviewer you have assigned to the status, click the checkbox Notify other reviewers. Click in the Enter a name field, start typing the name of the reviewer you want to notify, and click on the name when it appears in the dropdown. Repeat to add additional reviewers.
5. Click Save.

Add conditional logic

You can create form logic by adding conditions based on selections that users make in dropdown lists or radio buttons in their form entry. This means that a form can be set to assign an entry to different reviewers depending on a selection a user makes when filling out the form entry.

For example, you can have a dropdown list form element where a user selects which location they work at. You can set rules for the form entry to be assigned to different people depending on which location the user selects.

1. Go to the form Workflow tab.
2. Click the edit icon beside the status that you want to add conditional logic to.
3. In the Status window, under the Automation section, Unless heading, click Add condition.
4. Click in Select field to open a dropdown menu, and select the field that you want the condition to apply to. (Only dropdown list and radio button form elements will display in the dropdown.)
5. Click in the Select option field to open a dropdown menu, and select the dropdown or radio button option that you want to the condition to apply to.
6. Click in the Select reviewer field to open a dropdown menu, and select the reviewer that you want to be assigned based on the field and option you have selected.
7. If you want to notify other reviewers as well as the reviewer you have set for this condition, click the checkbox Notify other reviewers. Click in the Enter a name field, start typing the name of the reviewer you want to notify, and click on the name when it appears in the dropdown. Repeat to add additional reviewers.
8. Repeat steps 3-7 to add additional conditions.
9. Click Save.

Maximum time

You can set a maximum time for the form entry to be processed (go from Initial status to Final status).

You must add and save at least one Final status for the Maximum time field to display in the Workflow tab of the Forms builder. Select the Unit (days or hours) from the dropdown menu, and in the Time field enter the maximum number of days or hours it should take to process the form entry. Click the Save button.

Once the set maximum time has passed, the form entry is considered overdue, and by default, in-app and email notifications will be sent to the assigned reviewer alerting them that the entry is overdue. You can customize options for the Form overdue email in the Notifications tab of the Forms builder