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Build a Form Journey

Configure a multi-step workflow for your Template in the Form Journey tab of the Template Editor.

❔ Catch-up quick

Build a Form Journey in the Template Editor to control how Forms created from that Template move through your organization — from creation to completion. You'll need admin permissions to configure a Form Journey, and Form Users will need GoFormz mobile app Version 4.0.2436 or later to interact with journey-enabled Forms.

Open the Form Journey tab

  1. In the Templates tab, open the Template you want to configure.

  2. In the Template Editor, select the Form Journey tab in the left-hand panel.

You'll land in the Form Journey canvas, where you'll build and connect your steps.

Add and configure steps

Drag a step type onto the canvas to add it to your journey. Each step type has its own configuration options, covered below.

Transfer

Send the Form to another GoFormz user to fill out or review.

To configure a Transfer step:

  1. Select Transfer as the step type.

  2. Under Who to send it to, choose one of the following:

    • A specific user or group

    • A recipient pulled from a Form field

    • The initial owner of the Form

  3. Connect this step to the next step in your journey.

Set required fields for this step (optional)

You can define which fields a Form User must complete before they can submit the Form at this step.

  1. In the Required Fields section of the Transfer step properties panel, select Edit.

  2. In the modal, browse and select the fields that must be completed before submission at this step.

  3. Fields that are already globally required in the Field Editor are displayed with a red outline — they are already required everywhere on the Form.

  4. Select a globally required field at the step level to make it step-specific. This updates the Field Editor to show the field is Required at Form Journey.

  5. Select Save. The Required Fields count in the properties panel updates to reflect your configuration.

🗒️ Note: A manual transfer performed by a Form User does not advance the Form through the journey. Only submitting the Form at this step moves it forward.

Send a Form (Public Form)

Send the Form to someone outside of GoFormz as a Public Form.

To configure a Send a Form step:

  1. Select Send a Form as the step type.

  2. Configure your Public Form settings. These use the same options available when creating Public Forms elsewhere in the product.

  3. Optionally, enable Lock form once sent so that only the external recipient can edit the Form after it has been shared.

  4. Connect this step to the next step in your journey.

🗒️ Note: If your Template has a Template Based Public Form link, how that submission interacts with your Form Journey depends on a setting in your link configuration. See Template Based Public Forms and Form Journey below before publishing.

Set required fields for this step (optional)

In the Send a Form modal, select Required at the top to define which fields the recipient must complete before submitting the Form.

  1. Browse the Form view (default) or switch to List view to select fields.

    • The Form view and List view toggle only appears if both views are available for your Template.

  2. Select the fields to mark as required for this step. Fields already globally required in the Field Editor are displayed with a red outline.

  3. Selecting a globally required field at the step level makes it step-specific and updates the Field Editor to show Required at Form Journey.

Add conditions to required fields (optional)

Select Conditions at the top of the modal to add calc-based conditions to the fields you marked as required.

  1. Select FX next to a field to open the AI calc builder and define the condition.

  2. The condition displays in the modal once set. Select FX again to edit it.

  3. To remove a field from both the conditions and required fields, select X.

  4. To add additional fields, use the field dropdown selector. Fields added here are automatically added to the Required section as well.

Approval

Send the Form to a reviewer who will Approve or Deny it. This step creates two separate paths in your journey.

To configure an Approval step:

  1. Select Approval as the step type.

  2. Under Who to send it to, choose one of the following:

    • A specific user or group

    • An approver pulled from a Form field

    • The initial owner of the Form

  3. Connect the Approve path to the next step for approved Forms.

  4. Connect the Deny path to the next step for denied Forms.

Set required fields for this step (optional)

You can define which fields must be completed before the reviewer can submit an Approve or Deny decision — either for all outcomes or scoped to a specific outcome.

  1. In the Required Fields section of the Approval step properties panel, select Edit.

  2. In the modal, select the scope for your required fields:

    • Entire Step — fields are required regardless of whether the reviewer approves or denies

    • Approve — fields are required only when the reviewer selects Approve

    • Deny — fields are required only when the reviewer selects Deny

  3. Browse and select the fields that must be completed for each scope.

  4. Fields already globally required in the Field Editor are displayed with a red outline.

  5. Select a globally required field at the step level to make it step-specific. This updates the Field Editor to show Required at Form Journey.

  6. Select Save. The Required Fields count updates in the properties panel.

Conditional

Route the Form down different paths based on data in the Form.

To configure a Conditional step:

  1. Select Conditional as the step type.

  2. Build your branches using the available logic options.

  3. Map each branch to the next step it should follow.

Trigger a Workflow

Automatically launch a Workflow when the Form reaches this step.

To configure a Trigger a Workflow step:

  1. Select Trigger a Workflow as the step type.

  2. Select the Workflow you want to fire.

  3. Optionally, enable Lock form until workflow is completed to prevent edits while the Workflow runs.

  4. Optionally, enable Halt journey until workflow is successful to stop the journey from advancing if the Workflow fails.

  5. Connect this step to the next step in your journey.

🗒️ Note: By default, the journey moves to the next step immediately when the Workflow fires — it does not wait for the Workflow to finish. The halt option overrides this behavior.

Required fields at a journey step

Each step type supports a Required Fields configuration that lets you define which fields a Form User must complete before they can submit the Form at that step. This is separate from fields marked as required globally in the Field Editor.

How step-level required fields interact with global required fields:

Fields marked as required in the Field Editor (globally required) are always required everywhere on the Form. When you also select a globally required field at the step level, the Field Editor updates to show that field is Required at Form Journey — indicating it has step-specific configuration in addition to its global requirement.

If you remove a step-level requirement in the Form Journey, the Field Editor updates to reflect the change. A confirmation modal appears before the requirement is removed.

Form User behavior:

If a Form User attempts to submit a step without completing all required fields for that step, a validation error modal surfaces listing the incomplete fields. The Form cannot be submitted until all required fields are satisfied.

Connect your steps

After adding your steps, connect them to define the order your Form will follow. For Approval steps, connect both the Approve and Deny paths separately.

For Conditional steps, connect each branch to its corresponding next step.

Template Based Public Forms and Form Journey

If your Template has a Template Based Public Form link, configure how Public Form submissions interact with your journey in the Link Settings before publishing.

Advance Journey on Submission toggled on — when the external recipient submits the Form, it automatically advances to the first step in the custom Form Journey, treating the Public Form submission as the Form Created step.

Advance Journey on Submission toggled off — the Form does not advance automatically after submission. A GoFormz user must view the Form and submit it before the journey moves forward.

Enable Advance Journey on Submission if you want Public Form submissions to flow directly into your custom journey without manual intervention.

Routing based on Public Form origin

To route Forms differently based on whether they were created via a Template Based Public Form, use a Conditional step:

  1. Add a Conditional step to your canvas.

  2. Set the condition field to Created from Template Based Public Form.

  3. Set the operator to True or False.

  4. Connect each path to its corresponding next step.

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

Publish your Template

When your Form Journey is configured:

  1. Review each step and confirm all required fields are complete.

  2. Click Save Draft to save your progress.

  3. Click Publish to make the updated Template — including the Form Journey — available to your Form Users.

Forms created from the Template after publishing will follow the journey you configured.

Troubleshooting Form Journey errors

If your journey has a configuration problem — such as an unconnected step, an unconnected branch, or an unconnected outcome — Form Users will see a Journey Connection Error on their Form. The Form cannot advance until the issue is resolved in the Template Editor.

To fix a Journey Connection Error:

  1. Open the affected Template in the Template Editor.

  2. Select the Form Journey tab.

  3. Locate and connect any steps, branches, or outcomes that are missing a connection.

  4. Save and republish the Template.

🗒️ Note: Forms that were already in progress when the error occurred will clear the Journey Connection Error once the Template is republished with the fix in place.

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

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