Linking to Workflows

Connect forms to workflows to automate what happens after submission. Send emails, update databases, notify teams, and more.

How It Works

1. Form receives a submission
2. Linked workflows trigger automatically
3. Submission data flows into the workflow
4. Workflow executes your defined actions

Connecting a Workflow

From the Form

1. Open your form
2. Go to Settings > Workflows
3. Click Connect Workflow
4. Select existing or create new

From the Workflow

1. Create or open a workflow
2. Add Form Submission trigger
3. Select your form
4. Build your automation

Trigger Data

The workflow receives all submission data:

{
  "formId": "form_abc123",
  "submissionId": "sub_xyz789",
  "submittedAt": "2024-01-15T10:30:00Z",
  "fields": {
    "name": "John Doe",
    "email": "john@example.com",
    "message": "Hello world"
  },
  "metadata": {
    "ip": "192.168.1.1",
    "browser": "Chrome 120",
    "referrer": "https://example.com"
  }
}

Accessing Fields

Use variables in your workflow:

• {{trigger.fields.name}} - Field value
• {{trigger.fields.email}} - Email field
• {{trigger.submissionId}} - Submission ID
• {{trigger.metadata.ip}} - IP address

Common Automations

Send Confirmation Email

1. Add Send Email action
2. To: {{trigger.fields.email}}
3. Subject: "Thanks for your submission"
4. Body: Personalized confirmation

Notify Team on Slack

1. Add Slack action
2. Channel: #submissions
3. Message: Include key fields
4. Mention relevant team members

Save to Database

1. Add Database Insert action
2. Select your table
3. Map form fields to columns
4. Handle duplicates

Create Task

1. Add Project Tool action (Notion, Asana, etc.)
2. Create task from submission
3. Assign to team member
4. Set due date

Conditional Routing

Route submissions based on answers:

1. Add Condition node
2. Check field value
3. Branch to different actions

Example:

If department = "Sales" → Sales Slack channel
If department = "Support" → Create support ticket
Else → General inbox

Multiple Workflows

One form can trigger multiple workflows:

Use Cases

• Confirmation email + Team notification
• Data storage + Analytics tracking
• Lead capture + CRM sync

Configuration

1. Connect first workflow
2. Click Add Another
3. Select or create second workflow
4. Repeat as needed

All workflows run in parallel.

Conditional Triggering

Only trigger workflows under certain conditions:

1. In workflow settings
2. Add Trigger Conditions
3. Set field requirements

Example: Only trigger for "Sales" department

trigger.fields.department equals "Sales"

Error Handling

Submission Succeeds, Workflow Fails

• Form shows success to user
• Error logged in workflow executions
• Retry or manual intervention possible

Workflow Required

Make workflow success mandatory:

1. Enable Require Workflow Success
2. Form shows error if workflow fails
3. Submission still saved

Retries

Configure automatic retries:

• Retry count (1-5)
• Delay between retries
• Final failure notification

Testing

Test Form Submissions

1. Submit test data through form
2. Check workflow execution logs
3. Verify all actions completed

Test Workflow Manually

1. Open connected workflow
2. Click Test
3. Enter sample submission data
4. Verify behavior

Debugging

Submission Not Triggering Workflow

1. Check form is published
2. Verify workflow is activated
3. Check trigger conditions
4. Look at execution logs

Wrong Data in Workflow

1. Check field names match
2. Verify variable paths
3. Test with known data

Next Steps

• Node Types Explained - All actions
• Form Submissions - View responses
• Debugging Errors - Troubleshooting