Defining a form’s workflow ensures a clear, structured process for approvals and contributions, improving efficiency and accountability. This is especially useful in organisations that require multiple sign-offs, such as HR departments managing employee on-boarding forms or compliance checks.
Super administrators can design the form’s journey by setting who initiates it, who contributes, and who signs off at each stage.
Stages represent each step in the workflow, where an owner is responsible for approving the stage, and contributors can edit form fields as needed.
To learn how to assign owners and contributors within a form template, watch the video or follow the steps below.
Amend the stage owner
Stage owners are responsible for signing off the submitted information within the form. There can be only one owner assigned to each workflow stage.
To amend the stage owner follow the steps below.
Switch to admin view.
Click Tools, then select Form Templates.
Search for and select the relevant unpublished (draft) version of the template.
Click the Workflow tab, then click the name of the current stage owner.
Click the X icon to remove the current owner.
Select the required owner from one of the following options:
A standard reporting line relationship.
A specific user or user group.
A custom reporting line.
Click OK then click Save.
Add a contributor
Contributors can view and interact with the form within the workflow stage and you can add multiple contributors to the same stage.
To add a stage contributor follow the steps below.
Switch to admin view.
Click Tools, then select Form Templates.
Search for and select the relevant unpublished (draft) version of the template.
Click the Workflow tab, then click the + icon next to Add Contributor.
Select the relevant contributors.
Click OK then click Save.