Workflow Forms for Approvals & Follow-ups

Connecting forms to multiple people for approvals, follow-ups, and other multi-step systems is what we call Workflow. While there are other ways to pass information between forms (as we outlined in a previous blog post), this feature lets the system automate the process for you.

Workflow

What is Workflow?

Scenario: You are tasked with making an online expense report. You will need to create your form that sends the employee’s expenses to their supervisor for approval before submitting.

Note: This same idea works for any process that requires a middle step, such as referrals for application forms, customer support forms, human resources forms, etc.

1. Create your forms

The first step is always to create your forms and we’ll connect them in a later step. In our expense report scenario, we’ll need the employee’s basic information and the expense information, along with a Calculation item to get the total expense.

Then we need to create the supervisor form. Start by copying the expense form then editing the form to add the supervisor items: Approve/Deny radio button item and Comments item.

Workflow Expense Report Form

2. Workflow magic

Connecting the forms is a 2-step process. First, go to Account -> Workflow -> Form Mappings and create a new mapping. You need to select your source form, destination form, and the fields to connect.

Workflow Mapping
Next, create the link by going to Account -> Workflow -> Workflow and clicking the New Link button. Set the link information, being sure to select the form mapping created in the previous step.

Workflow Link

 

Result:

Workflow Link

3. Notifications

The last step is to create the email notifications. What we need:

  1. Initial email from employee to supervisor
  2. Approved email from supervisor to human resources
  3. Reply to employee with approval or denial with comments

Expense form: The first form has a single notification that contains the Workflow link. Set it up with the supervisor’s email address as the To field and set the From field to be the Email Address item from the form. Be sure to also check the box to include the Workflow link and select the proper link from the options.

Workflow expense report email

Supervisor form: This form contains the other two notifications and will only send the HR one when it’s approved.

Notification 1 uses the employee’s Email Address item as the To field and the supervisor’s address in the From field. Simply include the form result to pass along the status and any message.

Workflow supervisor response email

Notification 2 has the HR address in the To field and either the supervisor’s or employee’s email address as the From field. Check the box next to Use Conditional Logic and tell it to send only when the Approve/Deny item is marked Approve.

Workflow expense approval email

That’s it! Be sure to run it through some tests to see how it works and how you can customize the process to serve your individual needs better.

4 thoughts on “Workflow Forms for Approvals & Follow-ups

  1. Is there any way to run a report to see who has and has not responded to a Workflow Form?

    • Sorry, no. If your workflow only sends a single notification with the workflow link, you can refer to your Results Table to see which ones do not have a Details link. The Workflow Details link only appears after the link has been used, so any results without the link will show which ones haven’t been used.

  2. Hi!! Is there a way to trigger a first approval email to go to someone and then to another for a final approval? Thanks 🙂

    • Yes, you can set up your Workflow to be as many links as you want. So the initial form submission would trigger the link to the 1st recipient, then that person submits their response that would trigger the next link, and so on. You can even create a system of back-and-forth before the final approval by adding the conditional logic settings to the Notification.

      If you need more help, please contact our support staff. Thanks!