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Create efficient workflows using answers and captured submitter data, or metadata, from previous steps. Here’s how!
Navigate to mapping
To start, steps that can include mapped data must be the second or any succeeding steps and must follow at least one Forms, Forms for Salesforce, or Sign step.
Step 1: Open workflow. From the Formstack Account, select Workflows from your App Stack. Select a created workflow or select Create New to build one.
Step 2: Edit a step. Select the three dots on an individual step to edit.
Step 3: Toggle to the Step Builder tab > Mapping.
Map fields and metadata to steps
From the Step Builder tab, you can drag and drop data fields from the Workflow Data column on the left to the right:
Once finished mapping the step, select Done to save. Then repeat this action for any remaining steps where previous information is given or metadata, like a Submission ID, is needed.
What information can be mapped?
Forms, Forms for Salesforce, and Sign have different limitations in what information and metadata can be shared with other steps.
Forms
From a previous Forms step, you can map dynamic data like a person’s name, email, address, and phone number. Other popular fields to map include short and long answers, separate values from list-type fields and smart lists, as well as event/product sub-fields.
Metadata that can be mapped includes Submission ID, Submission Time, Browser, Remote IP Address, Form ID, Longitude, and Latitude.
Limitations include:
- If a form has been configured to not save data and/or it’s encrypted then you may not map any fields or metadata
- Credit card fields cannot be mapped
- Rating fields cannot be mapped
- Signature images can only be mapped to a Document step
- Workflows cannot pass files from step to step (example: File from file upload field)
If you cannot drag and drop a field or metadata into the step, select the field to see (or select) the eligible field:
Forms for Salesforce
From a previous Forms for Salesforce step, map dynamic data like list-type fields such as checkbox, radio, picklist, and multi-select picklists.
Dynamic data that can be mapped excludes signature images and repeated child fields.
All current metadata in Forms for Salesforce can be used in any other mappable area in Workflows. Supported metadata includes Submission ID, Submission Time, Submitted By, Remote IP Address, Form ID, Form Name, Owner ID, Last Modified Date, Last Modified By, Record Created Updated URL, workflow ID, and workflow submission ID.
Sign
From a previous Sign step, you can map the Document ID, Document Name, Signed Document URL, as well as Mapped Sign participant fields for all configured participants.
How does this look in a live workflow?
Once the fields and metadata have been mapped and saved, configured steps will display the information provided in read-only or editable fields (depending on how the forms and Sign doc are originally set up).
In the below example, the user would fill out the first step:
Then taken to the next step:
Once the user selects Next, the mapped data will be prefilled on the next step for the user to view or edit based on how the connected step was originally set up:
Read-only Name field: