Form Journey overview

Form Journey gives admins control over how a Form moves through your organization. Instead of a Form simply going from Draft to Completed, you can route it through steps like transfers to teammates, sends to external parties, and approval reviews — all configured in a single place.
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Where to set it up: Open any Template in the Template Editor and select the Form Journey tab.

Every Template in GoFormz uses one of two journeys.
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Default journey — If you don't configure a Form Journey on a Template, Forms follow the standard flow: Draft → Completed. This is how all Templates work today. Existing Templates, Template Events, and Workflows are not affected unless you choose to build a custom journey.

Custom journey — When you configure a Form Journey, Forms move through the steps you define. Each step can involve a different user, action, or decision point before the Form reaches Completed.

As a Form moves through a custom journey, its status reflects where it is in the process. You'll see four statuses across the Forms list and Form History:

🗒️ Tip: Use the Approval needed filter in the Forms tab to quickly find all Forms waiting at an Approval step across your account. Use Assigned to me to see Forms currently routed to a specific user.

Form Journey steps fall into two categories: Actions and Automations.

Transfer
Send the Form to another GoFormz user to fill out or review. You can route to a specific user, a group, a recipient pulled from a Form field, or back to the Form's initial owner.

🗒️ Note: A manual transfer does not advance the Form to the next journey step. Manual transfers only hand off editing access. The journey moves forward when the Form is submitted at that step.

Send a Form (Public Form)
Send the Form to someone outside of GoFormz as a Public Form. Uses the same Public Form settings available elsewhere in the product.

Approval
Send the Form to a reviewer who will Approve or Deny it. This step splits the journey into two separate paths based on the outcome.

The reviewer's decision is recorded in Form History.

Conditional
Route the Form down different paths based on data in the Form. Build branches using logic and map each branch to the next step it should follow.

Trigger a Workflow
Automatically launch a Workflow when the Form reaches this step. The journey moves immediately to the next step — it does not wait for the Workflow to finish. You can configure the step to lock the Form until the Workflow completes, and to halt the journey if the Workflow is unsuccessful.

When a Form is submitted at any journey step, it is automatically locked until it reaches and is claimed at the next step. This prevents edits while the Form is being processed.

You can also configure Public Form steps to lock the Form once sent, so only the external recipient can edit it after it has been shared.

As an admin, you can unlock any Form at any time.

Every action in a Form's journey is recorded in Form History — including step submissions, approval decisions, transfers, and workflow triggers. Admins can access Form History from the Forms list or directly from a Form.

The Form History modal gives you a full chronological log of all activity, with columns for the action taken, the user or system that performed it, the device used, the time, the Form version, the current status, and the outcome.

Version comparison is available to admins on the web app. Use it to see exactly what changed between two versions of a Form — useful when investigating issues or auditing journey activity over time.

You can export Form History as a CSV for reporting or audit purposes.

For more detail, see About Form history.

Once a Form has completed its journey, reopening it returns it to the default journey (Draft → Completed). It does not re-enter the custom journey. This applies from the point of reopening forward.

When a Form Journey encounters a problem, an error icon (⚠️) appears next to the Form name in the Forms list. Open the Form to see the full error details in the Errors panel at the top right of the Form Editor.

The Errors panel groups issues under a Form Journey Error header and shows a count of active errors. Some errors include a direct link to the affected resource — for example, a deactivated Workflow — so you can resolve the issue without leaving the Form.

For a full list of error types and how to resolve them, see Troubleshooting Form Journey errors.

When someone submits a Form through a Template Based Public Form link, what happens next in the journey depends on a setting in your link configuration.

In your Link Settings, toggle on Advance Journey on Submission if you want the Form to automatically advance through your custom Form Journey when submitted.

If Advance Journey on Submission is not enabled, the Form does not move to the next journey step automatically. Instead it waits for a GoFormz user to open the Form and submit it before the journey advances.

Using a Template Based Public Form as a condition

You can reference whether a Form was created via a Template Based Public Form in a Conditional step to route Forms differently depending on their origin.

Use True to route externally submitted Forms down one path and False to route Forms created directly by GoFormz users down another.