Triggers

Choose the event that starts a workflow.

A trigger decides when a workflow starts. Choose the trigger that matches the moment your process should react.

Form Submitted

Starts when a respondent completes and submits the form.

Use it for:

• Confirmation emails
• Final quote generation
• Internal notifications
• Creating records in another form
• Sending completed data to an integration

This is the most common trigger for end-of-form automation.

Entry Created

Starts when a new entry is created, before the respondent submits the form.

Use it for:

• Setting initial values
• Creating reference numbers
• Preparing hidden fields
• Starting draft-related processes

This trigger is useful when the process begins as soon as someone opens or starts a form.

Answer Updated

Starts when a respondent changes one or more selected answers.

Use it for:

• Live quote calculations
• Updating dependent fields
• Looking up related data
• Checking values against an external service

You can watch specific fields or react to answer changes more broadly. Use conditions to avoid unnecessary work.

Metafield Updated

Starts when an internal metafield changes.

Use it for:

• Approval workflows
• Admin review status changes
• Internal assignment changes
• Fulfilment or support triage

For example, when an admin changes Review status to Approved, a workflow can send an approval email and generate a PDF letter.

Button Clicked

Starts when a respondent clicks a button field in the public form.

Use it for:

• Calculate now
• Check availability
• Load external data
• Start a payment or verification action

Button triggers are useful when the respondent should control when an action happens.

Metafield Button Clicked

Starts when an admin clicks a button in the entry metafields area.

Use it for:

• Approve application
• Reject application
• Send follow-up
• Re-run fulfilment
• Escalate support case

This is a practical way to give admins clear process buttons without exposing those controls to respondents.

Page Loaded

Starts when a form page is displayed.

Use it for:

• Preparing page-specific defaults
• Loading lookup data for the next section
• Tracking progress through a multi-page form
• Running checks before a respondent continues

Use this trigger carefully on high-traffic forms, because it can run often.

API Request Received

Starts when an external system calls a workflow endpoint.

Use it for:

• Webhook-style integrations
• External approvals
• Back-office systems that need to continue a process
• Connecting FormWork to a custom application

This trigger is more technical than the others. It is usually configured with help from the person responsible for the external system.

Choosing a Trigger

Best Practices

• Choose the latest useful trigger. If a process only matters after submission, use Form Submitted.
• Watch specific fields where possible instead of every answer.
• Use conditions to prevent repeated or unnecessary actions.
• Use metafield triggers for internal review and operational workflows.
• Check workflow run details when a trigger fires unexpectedly.