Workflows Overview

Use GoFormz’s available automations to process your incoming data with Workflows.

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Written by GoFormz Support
Updated over a week ago

Process your data using third-party applications with Workflows. These recipe-driven automations move data between GoFormz and your business systems in real-time.

Navigating the Workflows tab

Locate and manage Workflows in the Workflows tab of the GoFormz web app.

Screenshot displaying the Workflows tab in the GoFormz web app.

Find a specific Workflow using the Search Workflows field. If you have a lot of Workflows, you can navigate through the pages of your Workflow list using the listed page numbers.

Click View Jobs to access a list of all attempted Workflow jobs.

Navigate to the Workflow Builder when you click Create.

The Workflow table lists the Workflow Title, Last Update, Activation status, and Actions menu.

View the corresponding Workflow details when you click the Workflow name displayed as the Workflow Title. Click the list icon next to Workflow Title to sort your results by name, last update, or activation status.

Toggle the activation status of your Workflows with the Activation slider in the Active column of the Workflow table. Set a Workflow as Inactive to **stop your Workflow jobs without deleting the Workflow. Reactivate your Workflow to resume the corresponding Workflow jobs.

The Actions column contains an ellipsis which opens to the Actions menu. Here, you can View Jobs, Edit, Clone, or Delete.

Click View Jobs to access a list of all Workflow jobs associated with the corresponding Workflow.

Apply changes to your Workflow when you click Edit. The Edit option is only available to users with the appropriate permissions.

Note: Workflows created by the GoFormz Professional Services team cannot be edited.

Duplicate a Workflow including the trigger, all steps, keys, and values when you click Clone.

Click Delete to permanently remove a Workflow. Deleted Workflows cannot be restored.

When you know how to navigate Workflows, you will be able to complete your tasks with greater efficiency.

Elements of a Workflow

Each Workflow contains a series of steps. These steps include a trigger and one or more actions. A trigger is a circumstance which initiates a Workflow. Actions are every step in a Workflow that follows the trigger.

Screenshot displaying a common Workflow in the Workflows tab of the GoFormz web app.

The data provided for each Workflow step is called its input. Common inputs include Form fields, Object IDs, Form metadata, and DataSet specifications.

Each input has a corresponding output, which is the data collected from the input. The output from a step can be used as the input for any steps that follow.

When a Workflow trigger activates it initiates the corresponding Workflow. GoFormz then processes the Form data in real-time. Each time a Workflow runs, it is called a Workflow job.

Note: Access to some Workflow triggers depends on your GoFormz subscription level.

A popular Workflow recipe uses the trigger of a completed Form to deliver that Form to third-party storage (like Box or Google Drive). In this example, the completed Form is the trigger and the delivery to third-party storage is the action. Available triggers include:

  • Form Completed trigger: This trigger activates when a user completes a Form based on your selected Template.

  • Public Form Submitted trigger: Activates upon the submission of a Public Form based on your specified Template.

  • Schedule trigger: This trigger activates on a time-based schedule.

  • External triggers: External events in a connected third-party app activate the trigger.

Your Workflow trigger can be an internal or external activity. A user completing a Form is an example of an internal activity. The creation of a new object in a third-party system, like Salesforce, is an example of an external activity.

Source your actions from Form elements when you use Workflow variables as triggers. Available Workflow variables include elements like Form field variables (like Customer or Address data fields) and metadata.

Your combination of triggers and actions combined create a Workflow recipe.

Workflow recipes

Your Workflow recipe provides the series of steps that your Workflow follows, and the Form User provides the required activity.

GoFormz offers pre-made recipes for common Workflows. These recipes include tasks like emailing or uploading completed Forms. Find these recipes in the GoFormz Recipes Library.

If you need to automate Form data in a way the available recipes do not offer, then you should consider a Custom Workflow.

Custom Workflows

In addition to standard Workflows, GoFormz offers Custom Workflows. Using Custom Workflows, you create your own Workflow recipe to meet your exact needs.

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