What is a workflow?
A workflow is a repeatable automated process. GoFormz workflows are very powerful and can be used to automate a wide range of tasks, including routing form data to other apps, using external data to launch and pre-fill forms, syncing GoFormz DataSources with external databases, and much more. These automations can be triggered when a form completes, can run on a set schedule, or can be triggered by external events (e.g. the creation of a new task in a third-party app).
A workflow job is a single workflow execution. For instance, when an individual form is completed and a workflow is activated to upload that form to Google Drive — that constitutes a job.
GoFormz workflows are managed via the Workflow Tab. This is where you can create, edit and delete your workflows, as well as view the progress of any workflow jobs.
Workflow model: triggers and actions
A workflow is structured as a series of steps, where the first step is a trigger, and the subsequent steps are a series of actions. The trigger is what initiates the workflow, and the actions are what you want GoFormz to do when the trigger occurs.
GoFormz workflow triggers break down roughly into the following categories:
- Form Completed trigger: This trigger activates when a GoFormz form based on your chosen template is completed.
- Public Form Submitted trigger: This trigger activates when a Public Form based on a specific template is submitted.
- GoFormz Webhook trigger: This trigger activates when data hits a GoFormz Webhook URL. This can be used to have your workflows initiate based on GoFormz events other than form completion or Public Form submission.
- Schedule trigger: This trigger activates on a set schedule, including daily, weekly and monthly options.
- External triggers: These triggers activate based on external events, like the creation of a new task in a third-party app. GoFormz supports external triggers from many different apps like Salesforce, Smartsheet, Google G Suite, and many more. Read about our integrations for more details on this.
At this time, you can only create workflows using the Form Completed and Schedule triggers. If you are interested in a workflow using one of the other triggers, please contact your GoFormz account manager.
Workflow actions are numerous and varied, so we will not go over all of them here. There are actions to get data from forms, extract data from forms, create/edit/delete forms, get/extract information from external applications, read/update from a DataSource, and much more. While some of these actions are used in our workflow recipes, the majority are available through custom workflows only. See below for more on the distinction between the two.
A workflow recipe is a predefined series of workflow steps without its details filled in. When you create a new workflow in GoFormz, you start with a recipe. Think of a recipe as a template for creating your workflow: it provides the series of steps that your workflow will follow, but you have to fill in the details of each step.
For instance, the Dropbox File Upload recipe consists of the following steps:
- Form Completed trigger
- Export Form To PDF action
- Dropbox Upload File action
The details for these steps — like the form template that should trigger the workflow and the Dropbox account and file path where the form PDF should be uploaded — are what you must fill in when creating the workflow.
GoFormz provides a library of recipes that you can use for workflow creation. See the Workflow Recipes article for a list of these recipes and what they do.
Custom workflows are workflows that are not created from a predefined recipe. At this time, such workflows must be created for you by the GoFormz Professional Services team — you cannot build your own custom workflows or add steps to an existing customer workflow, however, you can edit the values of each step Keys.
Custom workflows are built by stringing together a series of workflow steps in a new way — effectively creating your own custom recipe. The Pro Services team has a large library of workflow triggers and actions to choose from in creating these custom workflows, and this library is constantly growing — so the possibilities are truly endless here. This is where the true power of the GoFormz workflow automation platform lies.
Here are just a few of the things that you can do with custom workflows using our existing library of steps:
- Send completed form PDFs to cloud storage apps like Box, Dropbox and Google Drive.
- Create new objects in other apps like Salesforce, Procore and Quickbooks Online, update existing objects, and populate those objects with form data.
- Dispatch GoFormz forms from other apps, optionally pre-filled with data from the dispatching app.
- Use external triggers from other apps to manage your GoFormz forms, including form creation, editing and deletion.
- Sync GoFormz DataSources with external databases or with data stored in another app.
Read more about GoFormz integrations here. Contact your GoFormz account manager if you are interested in any of our custom workflows or integrations.