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Create digital workflows using your go-to Formstack apps: Forms, Documents, Sign, and Forms for Salesforce.
Jump to a specific app below to review frequently asked questions on their capabilities and limitations within Workflows!
Article Contents:
Forms for Salesforce in Workflows
Get started with Workflows
How do I get Workflows?
Contact Formstack Sales to start your free 14-day Platform trial.
Who can get Workflows?
Worflows is accessible to Suite plan customers and multi-product customers.
Are sub-accounts supported in Workflows?
Yes, sub-accounts with Suite plans are supported in Workflows.
How do I access Workflows?
FSID Platform Admins are automatically given the Admin role in Workflows and can provide Admin or Standard access to other users from admin.formstack.com > Manage Users.
Create Workflows
Who can create a workflow?
Admin and Standard users can create a workflow so long as they have been granted access to Workflows.
Can any app be the first step?
No. A workflow must begin with a Form or Forms for Salesforce app step.
What workflows are supported?
You can create a combination of the following workflows:
- Form or Forms for Salesforce > Form
- Form or Forms for Salesforce > Forms for Salesforce
- Form or Forms for Salesforce > Document > Sign
- Form or Forms for Salesforce > Sign
How do I rearrange steps?
At this time, steps cannot be rearranged within a workflow. You must delete the steps and then add the steps and configurations once more.
How many steps can I add?
You can add a minimum of two with an unlimited maximum number of steps.
Can I search for a workflow?
Yes. Use the Search Bar from your Workflow window to search for workflow titles you have access to.
Can I copy an existing workflow?
Yes, from the available workflows, select one or more workflows and click Copy. This will populate a duplicate workflow with "-COPY" in its title. Hover over the copied workflow and choose Settings to rename and update the description as needed.
Note: At this time, you cannot copy an existing workflow from one account to another.
Can I prefill the steps?
Yes, you can map data from one step to the next. Learn more on mapping data here .
Can I search for mappable fields?
There isn’t the ability to search fields within the mapping panel.
Can steps be skipped when a user is filling a workflow out?
It is not yet possible to add conditional logic to jump to another step.
Will my step save if it’s partially completed?
A step cannot capture partially saved configurations unless all required fields are configured when creating a step. However, for end-users of a workflow, enable Save for Later to save.
I’m not ready for a workflow to be live, how do I keep it in draft or “off” mode?
Workflows automatically save and produce a unique live URL once started at this time.
Can I change the URL?
It’s not possible to create a custom-friendly URL to access the workflow. The workflow URL must be used to access any step in the workflow. Forms or steps completed outside of the workflow will not trigger the next steps or workflow actions to run.
What browser do I need to access a workflow?
Workflows supports the latest versions of Chrome, Firefox, Edge, and Safari on Mac OS and Windows as well as mobile for end-users.
Collaborate on workflows
Review Build Workflows with your Team for an in-depth look at how to set up, manage, and create workflows with key team members.
Can I work on the same workflow as my team?
Yes, you can share workflows or shared folders with other Workflows users to configure or build them.
Can I see who adds a step?
When a step is added, regardless of configuration, it will display the email address of the user who added the step.
Can a team member configure any step?
Yes, team members with access to the workflow can configure any step. They can make any changes including choosing a form or template for a step configuration based on what the workflow creator has access to. However, if the team member does not have access to an app, for example, Forms, then the person cannot go into the form to make any changes.
Can I limit who can work on a workflow?
Yes, you can create a private folder and add standard users to be added! However, all Workflow Admin users can view public and private folders.
Can I view the status of a workflow?
Yes, from the Workflows tab, each workflow shows Completed, Assigned, and Time Run metrics. Drill down to a specific workflow even further by hovering over a workflow and selecting Dashboard. Here you can view all statuses of its running and completed workflows.
Forms step in Workflows
Can I start a workflow with Forms?
Yes, a workflow must start with a Forms or Forms for Salesforce step. Regardless if forms are used as a first step or a step later in the workflow, your users will be redirected to the custom form URLs created within the Forms. A workflow must be accessed using the Workflow URL. It cannot be accessed directly using the Forms URL even if it is a first step in the workflow. This is because workflows appends a unique parameter to the Forms URL to identify which workflow it is being accessed from.
Can I use any form in a step?
You can configure forms that:
- are available to the logged-in user creating the step
- are not workflow forms
- have Forms Approvals disabled
- Can be SSO-protected
- are not password-protected
- have Save and Resume disabled
- can have Invisible reCaptcha enabled
- are not Forms with integrations that redirect users to a page outside of the Form (ie: Paypal WPS integration). These should be used as the final step in a workflow; otherwise, the workflow will not continue.
Are workflows compatible with Form Portals?
No, if you add a form that is part of a Workflow to a Portal, the workflow will not be initiated when the form is submitted via the portal.
Will Workflows display One Question at a Time forms?
While you can configure a form that has this feature enabled, the workflow will not display one question at a time.
Will Workflows display the header and footer of a Form?
Yes, Form headers and footers are supported.
Can I assign multiple people to a Forms step?
Yes! Multiple assignees can be set up for a Forms step including manually typed emails, mapped emails from a previous step, or a combination of both. However, the workflow will only continue for the person that completes the Form step. Other assignees will not be able to submit the form. See more on assigning steps here.
Can I map data from Forms into other steps?
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)
Can I prefill a Forms step from a previous step?
Yes, you can map data from one step to the next. Learn more about mapping data here.
Documents step in Workflows
Can I start a workflow with Documents?
At this time a workflow must start with a Forms or Forms for Salesforce step.
Can I use any document in a step?
You can use any documents that are available to the logged-in user creating the step. However, if you are updating a Document step in a shared workflow, any documents accessible to the person who created the workflow can be selected.
Can I prefill a Documents step from a previous step?
Yes, you can map data from previous Forms and Sign steps.
Can I add default values?
Yes! Default values can be set using free-form text for each merge tag/field in a Documents step. These values are unique to the step.
When is the document delivered?
Deliveries are automatically sent after a merge is completed, and before the next workflow step is initiated.
Are Documents data routes supported?
At this time Documents data routes are not supported.
Can I map data from Documents into other steps?
No, data from Documents cannot be mapped into subsequent steps.
Do deliveries need to be configured in the Documents app?
Yes, deliveries must be configured in the Documents app until additional apps are added to Workflows beyond Sign.
Sign step in Workflows
Can I start a workflow with Sign?
A workflow must start with a Forms or Forms for Salesforce step.
Can I use any Sign document in a step?
You can use any Sign documents that are available to the logged-in user creating the step. However, if you are updating a Sign step in a shared workflow, any Sign documents accessible to the person who created the workflow can be selected.
Note: The template and document searches in the Sign step are case-sensitive.
How many participants can be added?
Multiple participants can be added and there is no participant limit.
What sign fields can be added for participants?
Fields that can be added are:
- Full Name (always required if present)
- Signature (always required if present)
- Date (always required if present)
- Initials (always required if present)
- Checkbox input (can be optional or required)
- Text input (can be optional or required, mapped, empty, or static text)
Do all participants need to sign?
Yes, all configured participants must sign the documentation in the order that is configured before a signed document is generated and delivered. Signature request emails can be configured in the Delivery step where you can set daily or weekly reminders. Here you can map fields and static data into a plain-text message.
What document can be signed?
The document signed can be
- the generated document from a previous Document step in the workflow
- a previously uploaded document from the Sign account
- Uploaded as a new document at his stored in Sign and used in the workflow step you are configuring.
Are Sign Templates supported?
Yes, Sign Templates are supported and can be applied to any document selected in a previous step. The sign fields are automatically added.
Can I map data from Sign documents into other steps?
Sign step data can be mapped into other workflow steps including
- Document ID
- Document Name
- Signed Document URL
- Mapped Sign participant fields for all configured participants.
However, Signature fields cannot be mapped into other steps.
Can workflow data be mapped into a Sign step?
Yes, data from previous Forms, Forms for Salesforce, or Sign step can be mapped into a Sign step. However, workflow data cannot be mapped to radio buttons and checkboxes in Sign. If your template contains a radio button or checkbox, the assigned participant will need to fill in that information when signing the document.
Can Workflows password-protect a signing?
Currently, this setting is not enforced when running a workflow. Even if password-protect is enabled in Sign, a password will not be required in the workflow.
Forms for Salesforce step in Workflows
Can I start a workflow with Forms for Salesforce?
Yes, a workflow must start with a Forms or Forms for Salesforce step.
How do you connect Workflows to Salesforce?
Connection and authentication of the Forms for Salesforce app are performed by supplying the Primary User's Salesforce login credentials using OAuth 2.0.
Can I use any Forms for Salesforce form in a step?
You can configure forms that are available to the logged-in user creating the step. However, Workflows does not currently support dynamically prefilled forms or Community forms.
Can I map Forms for Salesforce data into other steps?
Yes. From a previous Forms for Salesforce step, map dynamic data.
Dynamic data that can be mapped excludes signature images, and list-type fields like repeated child fields, date, dropdown, lookup, URL, and long answer 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.
Can workflow data be mapped into a Forms for Salesforce step?
Yes, data from previous Forms, Forms for Salesforce, or Sign step can be mapped into a Forms for Salesforce step.