Incorporate incoming Form data into your business processes upon receipt with Workflow variables. Add Workflow variables when you set up your Workflows.

Note: Variables may also be used in other areas of GoFormz, including Template Events.

Workflow variables can include any data captured by a Form. Use this data to move data between GoFormz and your business systems when you connect third-party apps. Form data can also be used to pre-populate fields on other Forms, or transfer Forms between users.

When you understand how to input Workflow variables, you can establish the necessary actions to automate your data processing.

Understanding variable syntax

Variable syntax is the combination of the data you want included in an action, and what you want to do to that data.

Variables are identified using their action and variable names. These names are accompanied by in-line structuring to aid in correct data processing.

The components of variable syntax

When the names and structuring combine, your variable syntax is formed as:

#{ACTION_NAME.VARIABLE_NAME}

In this example, ACTION_NAME indicates a preceding action. The ACTION_NAME syntax references the name referenced in the ID field of your step configuration. The exception is your trigger, which you reference as trigger.

The ACTION_NAME syntax can reference any type of action, including a trigger.

Your VARIABLE_NAME indicates the variable you want to use in your Workflow.

Note: If your variable name contains spaces, you must include square brackets (ex. - [variable name]) around the name.

Variables offer the opportunity to automate tasks like document organization automatically upon receipt.

An example of variable syntax in a Workflow

Below is an image showing an example of an Upload Path written out as:

Shared/GoFormz/#trigger.[Customer]/#{trigger.formName}.pdf

The Upload Path contains variables in-line with plain text. This Upload Path results in Forms created from the associated Template to automatically save as PDFs to a customer-specific folder within a GoFormz folder in Box.

Screenshot displaying the Box: Upload File action in the Workflow Builder of the GoFormz web app.

Each element of the Upload Path is separated by a slash (or /). Each trigger references a data field from the associated Template.

Shared/GoFormz indicates the app and root folder where GoFormz delivers your corresponding Forms. Here, Shared refers to the Shared folder in Box. GoFormz references a nested folder designated to store all Forms received via this Workflow.

The #{trigger.Customer} creates a subfolder using a Form’s Customer data field when a Form User creates a Form.

#{trigger.formName}.pdf saves a PDF version of the Form using the name assigned to the corresponding Form.

This example uses two common data fields: Customer and Form name. Workflow variables enable you to use a variety of Form variables to automate your processes.

Form variables

The most common trigger type is a Form variable. Form variables are data sources which reference incoming Form data. Incoming Form data can include two types of variables: field or metadata.

Field variables

Field variables reference data sourced from specified Form data fields.

Locate a specific data field’s name in the Template Editor of the GoFormz web app.

Within the Template Editor’s Field Properties panel, the Name field indicates the data field’s name.

Screenshot displaying the location of the Name field in the Properties panel of the Template Editor within the GoFormz web app.

In the above example a data field is assigned the name Customer. As a result, the proper Workflow variable syntax is [Customer].

Process information gathered from data fields with Field variables. Process information gathered about a Form itself with Metadata variables.

Metadata variables

Reference information about a specific Form rather than specific Form data fields with metadata variables.

Common metadata variables include capture of a completed Form name by using the formName variable and indicating the time of the most recent Form update with the formLastUpdateDate variable.

Metadata variables are particularly useful for Form storage and organization using third-party apps like Box and Google Drive.

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