For workflows, each step is automatically assigned to the original person that starts the workflow. However, when a Form or Form for Salesforce step is used, you can change who the remainder of the workflow is assigned to.
Navigate to step builder
Step 1: Opening the workflows app. From the Formstack Account, select Workflows from your App Stack on the top right. Select a created workflow or select Create New to build one.
Step 2: Edit a step. From the workflow, select the three dots on an individual Forms or Form for Salesforce step to edit.
NOTE: This must be the second or any following workflow step.
Step 3: Toggle to the Step Builder tab and choose Assign Step:
Assign a step
From the Assign Step window, you have the option to keep the default as inherit assignee from the previous step or turn the default off to reassign the step and all remaining steps. Here you can add one or multiple assignees by manually entering them, map the email(s) from a previous Forms or Forms for Salesforce step, or a combination of both.
Whether you assign a step to a single email or multiple users, if the workflow continues with Forms or Forms for Salesforce steps, the appointed assignee will be prompted to fill out the remaining steps.
However, once a Documents or Sign step takes place in the flow, the workflow is no longer sent to the new assignee and the remaining Forms or Forms for Salesforce will need to have the assignee(s) reconfigured.
Assign a step to a single person
From the Step Builder tab > Assign Step, drag and drop the email from a previous step:
Or manually enter an email address under Email.
Once finished, the configured step will be emailed to the email address provided rather than the inherited assignee from the previous step.
Assign step to multiple email addresses
While you can drag and drop an email address from a previous step or manually enter a new email, you can also add additional assignees for the step to be emailed to.
From the Step Builder tab > Assign Step, select Add additional assignee and type, or drag and drop, email addresses.
The workflow will email the assignees from the mapped step to fill out.
While multiple users can be added using mapped data or manually entered, the workflow can only be filled out by one of the assigned users using the first-come, first-serve approach. Those that did not fill out the step will be blocked from accessing the workflow step.
Add a Workspace custom identifier
Optionally, add a custom identifier using mapped data or write-in. Once saved, the custom identifier is used as a naming convention for their Workspace tasks —a Workflow add-on to view and manage all assigned steps from one place.
Customize email messages
Additionally, you can customize the email to match your organization’s branding and messaging or stick to the default message.
From the Step Builder tab > Assign Step, scroll down to Message to Assignee to update.