FormWork workflows connect a trigger to a sequence of configured steps. Steps can calculate values, branch on conditions, iterate over repeated data, call an API Connector, modify entries, generate a PDF, or queue an email. The available step types and their settings are documented individually.
Example: route a submitted enquiry
For a service enquiry, a workflow could:
- Start when the entry is submitted.
- Calculate a routing value from the selected services.
- Use a condition to select a branch.
- Send the relevant values to a configured API Connector.
- Queue a notification email and record useful outputs for inspection.
This is a design example. You supply the receiving API, credentials, email configuration, and routing rules. An API Connector is a configurable integration point, not a promise of a native integration with every third-party product.
Execution and failure behaviour
Workflow steps execute in order. A workflow failure is recorded, but it does not necessarily prevent the triggering entry submission or update from completing. Treat the entry’s submitted status and the success of a downstream action as separate facts.
API Connector error paths handle completed HTTP responses with non-success status codes. Invalid references or an unreachable service can fail the run immediately instead. Inspect workflow runs when diagnosing an integration.
An email step queues a message; queueing success does not establish that the recipient received it. Build operational checks around the outcome that matters for your process.
Keep workflows tied to a reviewed form
Workflows belong to a form version. Existing entries continue to use their pinned version, including its workflows. Test a changed workflow in the draft before publishing, remembering that preview creates ordinary entries.
Use For Each for repeated data, references to pass values between steps, and the API Connector guide for external requests. The workflow basics explain triggers, connections, and supported execution paths.