• Chained forms: One form that leads to another form is a chain. If the email notification includes a single Workflow Link, it’s a chain.
• Grouped forms: One form that leads to multiple forms that can be completed in any order. Workflow groups have email notifications that contain more than one Workflow Link.

Chained Example 1: Approval Workflow

Description: The source form is a request form that sends an email with the Workflow Link to the manager, and the destination form is the approval form that the manager completes.

How to build it:

Create the forms

1. Build the request form. Click the Create New Form button, choose a blank form, then add form items to allow the visitor to make their request
2. Create the approval form by making a copy of the request form. Go to the "Forms" page and click the copy icon, then name the approval form
3. Edit the approval form. Click the Edit link on the approval form and add the approval items (Radio Button item with "Approve/Deny")

Create the Workflow & Link

1. Go to "User menu->Workflows", click the New Workflow button and name your Workflow
2. Click the New Link button, name the Workflow Link, then set the Result limit and optionally set the Password
3. Choose the Source form and Destination form, then choose the first item and its destination to map
4. Click the green addition icon to select another item to map, then repeat until all items are mapped
5. Click Save

Create the Notification

1. Click the link's New Notification button
2. Set the Notification's To address, Subject line, and Workflow Link text
3. Click Save

Optional enhancements

1. Go to the approval form's "Form Settings->Notifications" page to send emails after the approval
2. Use the Notification's conditional logic settings to send separate "Approved" and "Denied" emails

Test

1. Test the Workflow by completing the request form, clicking the link in the email, then verifying the mapped information

Chained Example 2: Single Form Workflow

Description: Use the same form as the source and destination to allow the visitor to Save & Return without logging in, or to allow for multiple results without having to complete the contact information.

How to build it:

Create the forms

1. Build the form by clicking the Create New Form button, choosing a template or blank form, then add form items using the Form Editor
2. Add a Checkbox item at the end of the form labeled "Send another result"

Create the Workflow & Link

1. Go to "User menu->Workflows", click the New Workflow button and name your Workflow
2. Click the New Link button, name the Workflow Link, set the Result limit to Single (Save & Return), and optionally set the Password
3. Choose the same form for the Source form and Destination form, then select the first item to copy between forms from both dropdown lists
4. Click the green addition icon to select another item to map, and repeat until all items to copy are mapped
5. Click Save

Create the Notification

1. Click the link's New Notification button
2. Set the Notification's To address to the Email Address item with the visitor's email
3. Enable the Conditional Logic and set it to send when the Checkbox is checked to send another result
4. Set the Workflow Link text to "Send another result"
5. Click Save

Test

1. Test the Workflow by completing the form, clicking the link in the email to "Send another result", then verifying the mapped information

Grouped Example: New Client Package

Description: The source form collects the client’s contact information and sends the client an email with Workflow Links to follow-up forms that don’t require completing the same information.

How to build it:

Create the forms

1. Build the first form by clicking the Create New Form button, choosing a blank form, then adding form items to collect the visitors contact information and any common data
2. Create the rest of the forms the same way, optionally setting the common items to Read-only or by changing them to Hidden Field items

Create the Workflow & Links

1. Go to "User menu->Workflows", click the New Workflow button and name your Workflow
2. Click the New Link button, name the Workflow Link, set the Result limit, and optionally set the Password
3. Choose the first form as the Source form and the first follow-up form as the Destination form, then select the first item to copy between forms from both dropdown lists
4. Click the green addition icon to select the remaining common items to map, and repeat until all items to copy are mapped
5. Click Save
6. Repeat the New Link process (steps 4-7) until all of the follow-up forms have links

Create the Notifications

1. Return to the first form's "Form Settings->Notifications" page, then click the New Notification button
2. Set the Notification's To address to the Email Address item with the visitor's email
3. Set the Workflow Link text to the first follow-up form, then click the green addition icon to select the remaining Workflow Links, then enter their link text to be included in the Notification
4. Click Save
5. Go to the follow-up forms' "Form Settings->Notifications" pages and create notifications to send after the forms are completed

Test

1. Test the Workflow by completing the first form, then clicking the links in the email to verify the mapped information

Workflow Pages

• Overview
• Workflow Links
• Form Mappings
• Workflow Examples

For another helpful Workflow example, take a look at our one to many Workflow form.