A text area will automatically be created at the top of the new workflow page. Here you can provide respondents with an explanation of the workflow process and let them know they will be contacted once their submission is reviewed. Click the pencil icon in the top right of the text box to add and edit text.
Workflow pages allow you to review and approve an aspect of a form before giving the respondent access to the next page in the form. When a respondent reaches a workflow page, they will receive a predefined message and the form will complete temporarily.
An email will then be sent to a selected member of your team, at which point they can review the information provided. If that information is approved, then an email will be sent to the respondent with a link to access the rest of the form.
Insert an email question
Before you can set up a workflow page, you must ask for the respondent's email address. On the page immediately before a workflow page add a text field question type to the form asking for an email address. When adding this question, you'll need to select the “Will your question need to be validated?” checkbox. The “Validation Rule” dropdown menu will appear. Select “Email” from the dropdown list.
This will allow you to add a workflow page to your form.
Set up a workflow page
To add a workflow page to your form, you need to:
- Navigate to the appropriate form in Form Builder
- Select the “Design” tab from the toolbar located at the top of the page
- Click the “Insert Page” dropdown menu and then select either the “Insert Workflow Page Before This Page” or “Insert Workflow Page After This Page” button
Editing a workflow page
Once you've added a workflow page to your form, you'll want to customize it based on your specific workflow. Complete each field and then click the “Save” button to make the changes.
In the “Workflow Approvers” section, select the checkbox next to each user or user group that is responsible for approving form responses for this workflow page. Workflow approvers will receive an email to indicate when a response requires approval.
If your form includes multiple different workflow pages, you can assign a different set of approvers if necessary.
In the “Email Type” dropdown menu, set up each of the four different email options associated with creating a workflow page. You will need to complete the “Recipient,” “From,” “Reply To,” “CC,” “BCC,” “Subject” and “Body” fields for each of the four email response types.
Email type options:
Submitted (Sent to Public)
This email is sent to the respondent to explain the workflow procedure. It also allows you to set expectations by outlining when and where they might expect the next step in the process.
Submitted (Sent to Administration)
This email is sent to the form approver to let them know that there is a response awaiting review and approval.
Forwarded for approval (Sent to Administration)
This email is forwarded to the form approver to let them know that there is a response awaiting review and approval.
Approved (Sent to Public)
This email is sent to the respondent once the administrator approves the workflow steps. It includes a hyperlink that will take them back to the form to continue where they left off. When editing this email, don't remove the “##CONTINUERESPONSEURL##” from the body, or the respondent won't be able to continue with the form.
Rejected (Sent to Public)
This email is sent to the respondent if, for some reason, the response is rejected and cannot be continued.