Use the "Public Form submitted" Workflow trigger to initialize a Workflow each time somebody submits a Public Form.
If you’re collecting information from people outside of your account Public Forms - like with surveys, or job applications - this trigger can automatically dispatch your collected information.
Request Form submissions from people outside of your organization with Public Forms. Then, with the Public Form submitted trigger, set up a Workflow to initialize whenever a Public Form is submitted.
When you establish this trigger, you’ll determine which Templates, and Form owners are related to kick starting your Workflow.
Ensuring Data Completeness in Public Forms
To prevent recipients from submitting incomplete forms, you can set important fields in your form template to "Required." This ensures that recipients must complete these fields before they can press the "Submit" button. By doing so, you can significantly reduce the likelihood of incomplete submissions and ensure that all necessary data is collected. For example:
Mark fields such as "Name," "Email," or "Phone Number" as required if they are critical for your process.
Use clear instructions in the form to guide users on what information is mandatory.
When you Select your Template, your Workflow will start whenever somebody uses your Template to submit a Public Form.
Forms owned by determines whether a submitted Public Form’s ownership impacts a Workflow’s initialization. By default, this trigger initializes when anyone submits a Public Form - but, you can specify for it to initialize based on specific users or Groups.
Managing Workflow Triggers for Public Forms
Workflows triggered by Public Forms can sometimes require adjustments, especially if you need to re-trigger processing with corrected data. If the first step in your workflow is triggered specifically by "Public Form Submitted," completing the form again will not re-trigger the workflow.
Workaround for Re-triggering Workflows
A common solution is to duplicate the workflow and modify the first trigger to "Form Complete." This allows the corrected form submission to start the duplicate workflow and continue processing without issues. This approach ensures that your workflows remain flexible and can handle corrections efficiently.
The Public Form Submitted Workflow trigger is included in some pre-existing recipes in the Workflow Recipe Library, like:
Upload submitted Public Form to. . .
Update Public Form submission status to completed