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Set up an "Email Completed Form" Workflow recipe
Set up an "Email Completed Form" Workflow recipe

Email a PDF copy of your Forms as they’re completed with the “Email Completed Form” Workflow recipe.

Updated over 2 months ago

Dispatch PDF copies of your completed Forms along with a customized email message with the Email Completed Form Workflow.

You might use this Workflow to:

  • Dispatch copies of completed Forms to whomever fills them out

  • Email members of your team copies of completed Forms

. . . or any other instance where you need to send somebody copies of a completed Form.

Screenshot displaying the Email Completed Form recipe card in the web app's Workflow Recipe Library.

This Workflow includes the Form Completed trigger. Within this trigger, you’ll select which Templates you want associated with your Workflow.

🗒️ Note: If your trigger is based on a Template folder, and you move a Template out of that folder, the moved Template will no longer trigger that Workflow.

You’ll also set up a Send Email action in this Workflow. Your email message cannot include any alphanumeric text that resembles a link (ex. abc123.abc).

The Send Email action is also an opportunity to leverage Workflow variables.

Begin in the web app, where you'll navigate to the Workflows tab.

  1. Locate the Email Completed Form Workflow recipe card.

    1. If you’re using a Trial account, you’ll find this on the Workflows landing page.

    2. If you’re using a Team, Advanced, or Enterprise account, you’ll need to select Create Workflow to navigate to the Workflow Recipe Library.

  2. Click the pencil icon.

    Screenshot displaying the location of the pencil icon in the Email Completed Form Workflow recipe in the web app’s Workflows Editor.


    Enter a name for your Workflow.

  3. Establish your Form Completed trigger.

    For this trigger, you’ll select the Templates and users who will cause this Workflow to start when you set up your Select your Template, and When Completed By details.

    Screenshot displaying the details of the Form Completed trigger in the web app’s Workflow Editor.

    1. With Select your Template you’ll choose whether your Workflow will kick-off when Forms are created using any Templates, or only specific Templates.

    2. When completed by is where you’ll choose whether you want your Workflow to start when a Form is completed by a specific user or Group using the corresponding Template.

    3. The only run this Workflow the first time a Form is completed option prevents repetitive Workflow processing for any Forms that you intend to modify after they’re completed, but don’t want to re-run this automation.

    Click Next.

  4. Establish your Export Form to PDF action. This step creates and exports a PDF copy of the completed Form.

    Screenshot displaying the details of the Export Form to PDF action in the web app’s Workflow Editor.

    1. Select the included pages you want exported to PDF from your Form. If you want to export all Form pages, leave this field blank.

    2. By default, your PDF will inherit its name from the matching completed Form. If you want to modify your PDF’s name, access the Advanced menu and assign a file name.


    Click Next.

  5. Establish your Send Email action.

    This step manages the details of the email that’ll dispatch along with your Form’s PDF copy.

    Do not modify the attachments field.

    Screenshot displaying the details of the Send Email action in the web app’s Workflow Editor.

    1. To is where you provide the email addresses of your intended recipients. If you’re sending the email to multiple email addresses, separate them using commas.

    2. Indicate the email subject in the Subject field. If you leave this field blank, your subject line defaults to "Message from GoFormz".

    3. Manage the message of your email in Body. Toggle between Editor and Preview modes to review your message and apply changes.

    4. Modify your From Display Name and Reply To Email can be set in the Advanced settings.

  6. Click the Activation Slider.
    The Workflow Activation status displays as Active or Inactive.

  7. Click Save Draft.

  8. Click Publish.

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