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Customise an editable form workflow

Guidance on customising stages within an editable workflow.

Liam Smith avatar
Written by Liam Smith
Updated over 2 weeks ago

The workflow of a form allows super administrators to define its journey between required users, including who initiates the process, who contributes, and who signs off each stage.

Stages outline each step in the workflow. At each stage, an owner is assigned to approve or sign-off the step, while contributors are granted access to edit specific fields within the form.

Customise an editable workflow

  1. Switch to admin view.

  2. Click Tools then select Template Hub.

  3. Search for and select the relevant draft form template.

  4. Click the Workflow tab. The below table details the available options.

Option

Steps

Rename a Stage

  1. Next to the stage name, click the pencil icon.

  2. Enter preferred text. When you click away the new name will be saved.

    • 📌 Note: The name of each stage is displayed for the owner when the form progresses through the workflow. It will also be shown in the Sign-off section of the Form.

Add a Stage

To add further stages, click the + plus icon.

Reorder Stages

  1. Click the 3-dot menu of the relevant stage.

  2. Select Move Stage.

  3. Drag and Drop the Stages to reorder.

  4. Click Save

Delete Stages

  1. Click the 3-dot menu of the relevant stage.

  2. Select Delete Stage.

Workflow

  1. Click the 3-dot menu of the relevant stage.

  2. Select Workflow Options.

    • 📌 Note: This is not applicable to Stage 1.

  3. Set the Workflow direction, select either:

    • Previous Stage and Next Stage: The Owner of the stage can progress the form to the next stage, or send it back to the previous one.

    • Next Stage only: The owner of the stage can only progress the form to the next stage.

  4. Tick the Always return to previous stage when changes are made if needed, to force the workflow to return to the previous stage if any changes are made to the form.

  5. Click Save.

Email options

Email triggers are configured automatically according to the owners and contributors of the workflow. It's not possible to disable emails when using the editable workflow.

Related Articles
Add objectives to a form template
Form template editor glossary
Editable workflow forms
Set owners and contributors in an editable workflow
Manage fields across stages in the workflow
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