Form Journey for Form Users

❔ Catch-up quick

When a Template has a Form Journey configured, your Form follows a defined set of steps before it's Completed. Each step may involve a different action — like a transfer, a public form send, or an approval decision. This article covers what you'll see and what to do at each step.

🗒️ Note: Form Journey requires GoFormz mobile app Version 4.0.2436 or later. Users on older versions may experience issues with journey-enabled Forms.

What's different on a journey-enabled Form

If your Template has a Form Journey, filling out the Form works the same as it always has. The difference is what happens when you submit it.

On the default journey, submitting marks the Form as Completed. On a custom journey, submitting moves the Form to the next step — which might route it to another user, send it externally, or trigger an approval review.

You'll also notice the button previously labeled Complete is now labeled Submit across GoFormz.

Understanding Form statuses

As a Form moves through its journey, its status tells you where it is in the process.

Draft — The Form is being filled out. It hasn't been submitted at its current step yet.
Pending — The Form has been submitted and is waiting at the next step (such as a transfer or a public form send).
Out for Approval — The Form is waiting on an Approve or Deny decision from a reviewer.
Completed — The Form has finished its journey.

You can see a Form's current status in the Forms tab and in Form History.

Finding your Forms

Use the Forms tab to track your Forms as they move through a journey. The filtering controls at the top of the page let you quickly narrow down what you're looking at.

Two predefined filters are especially useful for journey-enabled Forms:

Assigned to me — shows Forms currently at a step assigned to you
Approval needed — shows Forms waiting on an Approve or Deny decision from you

You can save filters you use regularly and set a default filter so your Forms list always opens in the view that's most useful to you.

For more on filtering, see Browsing, Searching and Filtering Your Forms.

Submitting a Form

When you're done filling out a Form at your step, select Submit.

What happens next depends on how the admin has configured the journey. The Form may:

Transfer to another user for the next step
Be sent to an external recipient as a Public Form
Go to a reviewer for approval
Trigger an automated Workflow and advance to the next step
Reach Completed if your step is the last one in the journey

You don't need to know the full journey in advance. Submit when your step is complete and the Form will route automatically.

Receiving a Form at a Transfer step

If a Form is transferred to you as part of a journey, it will appear in your Forms list. You'll see it in your Drafts if it was assigned directly to you, or in the Shared tab if it was sent to your Group.

Fill out the Form as needed and select Submit when you're done. This advances the Form to its next journey step.

🗒️ Note: Manually transferring a Form to someone else does not advance it through the journey. The Form stays on its current step until it is submitted.

Responding to an Approval step

If a Form reaches you at an Approval step, you'll be prompted to choose Approve or Deny when you submit.

Selecting Approve routes the Form down the approval path.
Selecting Deny routes the Form down the denial path.

Your decision is recorded in Form History.

Form locking

When a Form is submitted at a journey step, it is automatically locked while it moves to the next step. You won't be able to edit it during this time.

Once the Form reaches your step and you take ownership, it will unlock for editing.

If you see a Form that appears locked and you believe it shouldn't be, contact your account admin — admins can unlock any Form at any time.

Reopening a completed Form

If you reopen a Form that has already completed its journey, it will follow the default journey (Draft → Completed) rather than re-entering the custom journey. This applies from the point of reopening forward.

Form Journey errors

If something goes wrong with your Form's journey, you'll see a ⚠️ warning icon next to the Form name in your Forms list. Open the Form to see what the issue is — the Errors panel in the top right of the Form Editor will show the error details under the Form Journey Error heading.

Most Form Journey errors require your admin to resolve. If you see an error on your Form, note the error message and contact your admin.

For more detail on what each error means, see Troubleshooting Form Journey errors.