❔ Catch-up quick
Workflow recipes include a trigger, and multiple actions (or steps).
A trigger is what causes your Workflow to start.
An action is anything that happens as a result.
Triggers and actions can be either internal or external events.
On the web app, the Workflow Recipe Library offers pre-built versions of many popular Workflows. In these recipes, you’ll select the Workflow details that are specific to your account. You’ll then activate and monitor your Workflows.
A Workflow recipe is a series of actions that automate tasks related to Form and Form data processing. These actions include a trigger and one or more steps.
A trigger is the event or condition that causes your Workflow to start. Triggers can be either internal or external events.
Common internal triggers include events like a Form being created, transferred, or deleted. The receipt of Public Form submissions is also a common trigger.
Alternatively, a “schedule” trigger causes a Workflow to initiate at scheduled times.
External triggers include events like the creation of a new object in Salesforce, Procore, and Acumatica webhooks.
Actions are what happens after a Workflow triggers. These events are can also be internal or external.
An internal action is any Workflow action that modifies your Forms or Form data from within your account.
Popular actions include Form PDF generation, emailing a Form, and extracting Form resources (like images or attached files).
External actions involve third-party integrations - like Google Workspace, Box, Salesforce, and Smartsheet.
Popular external actions include uploading Forms and Form data to third-party storage or data processing, and dispatching Form data into a database - like Excel or Google Drive.
Each Workflow can only include one trigger, but can include multiple steps.
Build and manage your Workflows in the Workflows tab of the web app. You can access the Workflows tab in the navigation bar, or from the Template Editor’s left-hand menu when you select Workflows.
⚙️ Expert tip
If you start your Workflow build from within the Template Editor, the Template you were editing is automatically selected as the Template associated with your Workflow.
While it is possible to build custom Workflows, the Workflow Recipe Library offers pre-built versions of popular Workflows.
Build Workflows using Workflow recipes
When you select a recipe from the Workflow Recipe Library, a Workflow’s actions are pre-built - you’ll just need to input the specific details about your resources and account.
Visit the Workflows collection for information about all available integrations. There, you’ll also find information about each integration’s available steps and recipes.
While the details will vary, building a Workflow using a pre-built recipe will follow this process . .
Select a recipe.
Establish your trigger. This is what’ll be the event or conditions that cause your Workflow to start.
Establish your actions to indicate what you want your Workflow to accomplish.
Activate your Workflow when you’re finished building it.
Monitor and manage your Workflows. On the Workflow dashboard, you’ll have insight into how your Workflows are running.
As you expand your organization’s active Workflows, you can manage existing Workflows on the web app.
Manage your existing Workflows
The Workflows tab is divided into three sections. . .\
Dashboard, which provides an overview of how your Workflows running.
Workflows is where you’ll access and manage your existing Workflows.
Jobs refer to each time a Workflow runs. In the Jobs section, you’ll review the activity of each time one of your account’s Workflows have ran.
Access the Workflows section’s Actions menu to review specifically the corresponding Workflow’s jobs, edit or duplicate it, review its activity history, move it to a different Workflow folder, or delete it.
As with any system with moving parts, you’ll want to check on your Workflows regularly. Monitor their activity, and update them as necessary to meet your organization’s needs.
Related topics
Are you interested, but still not exactly sure how to best set up Workflows for your organization? Book a demo.
Connect the databases from systems like Google Sheets, Microsoft Excel, or QuickBooks Online to your account, and reference them on your Templates with DataSources.
Have an idea for a manual task that you’d like to include in your Workflows? Submit it to the feedback portal.