Create a form with workflow

Text tutorial

Text Tutorial: Form with workflow

If you are new to FormSG, we recommend to first learn how to create forms (without workflows) before adding workflows. Once you have learnt the basics, please proceed to add a workflow in the following tutorial.

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Step 1: Create form

In this example, I would like to design an account creation approval form. There is an applicant and a reporting officer (RO). I have populated the fields as follows.

Before you proceed, you will either need to send the form to a RO using a (1) specific email or (2) from an email field. If it is scenario 2, please create an email field for the tutorial purposes.

You will notice that respondent 1 is able to fill all parts of the form at this point, which includes an email and Yes/No field (approve/reject) meant for RO to fill in. How do we restrict the fields that can be answered for each respondent? Let's fix that in the workflow builder in step 2.

Step 2: Determine your form routing under "Workflow"

First, click on the workflow icon to the left.

This brings you to the workflow builder, which allows you to set-up the routing and questions to fill at each step.

Create workflow.

Select fields that respondent 1 needs to fill

Questions need to be filled by respondent 1 have to be checked.

Once you have made your selection, click on save.

This is the updated view when an applicant opens up the form as respondent 1.

Step 3: Choose how to determine the next respondent

In forms with workflow, you can route submissions to the next person. In the workflow section again, click on "+ Add step".

You will be presented with three options on routing rules:

a) Specific email(s) → Send to the same email each time

b) An email field from the form → Send to a different email each time, specified by the previous respondent.

c) Emails assigned to options in a dropdown field → Send to certain email(s), based on an option that the previous respondent chooses

If you choose "Specific email(s)", simply add an email address like this example:

If you choose "An email field from the form", pick an email field you have created.

If you choose "emails assigned to options in a dropdown field", you will need to:

• Choose an existing dropdown field in your form

• Select "add emails to options"

• Download and edit the CSV template provided

• Assign email(s) to each option in the CSV template

Refer below to more detailed steps:

Step 4: Assign fields to the next respondent

You may then specify which questions respondent 2 (RO) can fill. In our use case, we have selected the email and the Yes/No (approve/reject) fields.

Step 5: Add approval steps to your workflow (optional)

If your workflow has approvals, you may enable "This respondent is an approval" from step 2 onwards. This requires a Yes/No field. When enabled:

• Yes - The workflow will continue to proceed to the next step

• No - The workflow will end here.

Enable approval using the toggle.

Select a Yes/No field on your form. If you currently do not have one, you would need to create one under the Create Field tab. Do also ensure that the field has been assigned to this respondent in this step.

Save the field.

Step 6: Determine who will receive email notifications (optional)

Click on Settings, and then Email notifications

Select and enter respondents to be notified after the entire workflow has been completed

• Notify respondent in Step 1 -> Select an email field from the form that represents Step 1.

• Notify other respondents in your workflow -> Toggle the steps in your workflow for which respondents should receive notifications.

• Notify others -> If there are any recipients outside your form and workflow, you can specify them here.

Step 7: Enable status tracking (optional)

If you would like your respondents view and track their submission status, you may refer to this page on how to set this up.

Step 8: Sharing the form

Once you are ready, you may share your form!

Upon submission of form by the applicant, an email will be forwarded to the RO.

They will be prompted to click on "fill form."

When the form is opened, notice that the RO can see applicant's submission but the responses cannot be amended, as configured in the workflow builder.

That's it!

If you have more steps, it will be routed to the next person and so on. Once the workflow has been completed, a notification will be sent to all selected parties. The final approval status will also be included if this has been enabled in the workflow.