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.
Switch to admin view.
Click Tools, then click Template Hub.
Select the unpublished (draft) version of the template.
Click the Workflow tab., then click the current owner.
Click X symbol to remove the current owner.
Select the required owner, then click OK.
Specific selections
Choosing Specific User or Specific User Group opens a search box. Search for and select the relevant user or user group, then click OK.
Additional Reporting Lines
Custom system roles that can be used as a reporting line relationship are listed here. Select the relevant reporting line then click OK.
Add a Contributor
Add contributors in the same way as an owner, using any of the above options.
It's possible to add multiple contributors to the same stage.