Workflow Basics

Automate actions with the visual workflow editor.

Workflows let you automate actions when events occur in your forms. Send emails, update values, make API calls, and more — all without writing code.

What Are Workflows?

A workflow is an automated process that runs when triggered by an event. Workflows are visual — you build them by connecting triggers and steps on a canvas.

Workflow Structure

Trigger → Step → Step → Step → (End)
                ↘ Step → (End)

Each workflow has:

• One or more Triggers - Events that start the workflow
• Multiple Steps - Actions to perform
• Connections - Links between steps

Creating a Workflow

Open the Workflow Editor

1. Go to your form in the builder
2. Click the Workflows tab
3. Click Add Workflow
4. The visual editor opens

Add a Trigger

1. Click Add Trigger on the canvas
2. Select a trigger type (e.g., “Form Submitted”)
3. Configure trigger options
4. The trigger node appears

Add Steps

1. Click the + button on a trigger or step
2. Select a step type
3. Configure the step
4. Connect to more steps as needed

Save and Publish

Workflows are part of the form version:

1. Click Save to save your draft
2. Publish the form version to activate workflows

Workflow Canvas

Navigation

• Pan: Click and drag the canvas
• Zoom: Scroll or use zoom controls
• Select: Click nodes to select
• Multi-select: Shift+click or drag box

Nodes

Nodes represent triggers and steps:

• Trigger nodes: Blue, starting points
• Step nodes: Gray, actions to perform
• Connections: Lines between nodes

Editing Nodes

Click a node to:

• View/edit configuration
• See input/output information
• Delete the node

Connections

Creating Connections

1. Hover over a node’s output port
2. Drag to another node’s input
3. Release to create connection

Connection Types

Multiple Connections

A step can connect to multiple downstream steps:

• All connected steps execute
• Use conditions to branch

Execution Flow

Synchronous Execution

Workflows currently run synchronously:

1. Trigger fires
2. Each step executes in order
3. Entry is updated with results
4. Process completes

Execution Context

During execution, workflows can access:

• Current entry data
• Form field definitions
• Previous step outputs
• Data tables

Workflow Runs

Every workflow execution creates a run record:

Viewing Runs

1. Go to entry detail
2. Click Workflow Runs tab
3. See all runs for this entry

Run Information

Each run shows:

• Start and end time
• Duration
• Status (completed/failed)
• Step-by-step execution log

Debugging

Click into a run to see:

• Which steps executed
• Inputs and outputs for each step
• Error messages if failed
• Connection paths taken

Example Workflows

Simple Notification

Trigger: Form Submitted
↓
Step: Send Email to [email protected]

Conditional Routing

Trigger: Form Submitted
↓
Condition: category = "sales"
├─ True: Send to [email protected]
└─ False: Send to [email protected]

Multi-Step Process

Trigger: Form Submitted
↓
Step: Calculate total price
↓
Step: Update "total" field
↓
Step: Send confirmation email
↓
Condition: total > 1000
└─ True: Send to manager for approval

Best Practices

Keep Workflows Focused

• One workflow per logical process
• Break complex processes into multiple workflows
• Use descriptive workflow names

Test Before Publishing

• Use preview mode to test
• Check workflow runs for errors
• Test edge cases

Error Handling

• Plan for failures
• Use error paths where needed
• Log important data for debugging

Performance

• Minimize external API calls
• Cache where possible
• Consider step execution time