You are viewing documentation on our Workflows Product. Click here for help with our legacy Workflow Forms Feature instead.
Workflow step assignees, for example, managers who need to approve multiple requests, can stay organized to view and complete their assigned Form and Sign steps from one place —Workflows Workspace.
Formstack users can view their Workspace from within Workflows hub or invite outside users to Formstack as external users to access only their assigned steps in Workspace without privileges to other areas of your Formstack organization.
Access and Complete Tasks in Workspace
Step 1: From the Workflows app, select Workspace from the available top tabs.
Step 2: Expand your assigned Forms and Sign tasks in the left-hand column. Tasks are organized under Workflow Name and can be identified using the optional Workspace Identifier ID plus the date assigned.
NOTE: Sequential steps in a workflow will only populate once you have completed prior assigned tasks.
Step 3: Click on an assigned task to review the step message and select “Complete Task” to be redirected to the step to complete in a new browser tab.
Step 4: Review and complete the assigned step. Refresh the Workspace tab to remove the step as an action item.
How are step assignees notified?
Assignees are emailed when they receive a step that needs action from them.
Customize the email to match your organization’s branding and messaging or stick to the default message.
- For Forms steps: Navigate to Step Builder tab > Assignment > Scroll down to “Assigned task overview” to update the email message and subject.
- For Sign steps: Navigate to Step Builder tab > Delivery > Name the document and configure the email message.
From the email message, select Review Form to be prompted to sign in to Formstack and be redirected to the workflow step to review and complete. Or once signed in, review the steps in bulk from the Workspace tab.
How do I add Workspace for my Formstack organization?
Workspace is available for certain plan levels: Suite Teams and Pro levels. To see if your plan qualifies or upgrade your Platform account, navigate to Billing > Manage Plan.
View more on Suite Billing here.
NOTE: The naming convention for your plan name may vary from the plan names outlined in the article ie: Platform Teams vs Suite Teams plan based on when you joined Formstack.
How do I purchase Analyst user packs (non-Formstack Users)?
Navigate to Billing > Purchase plan extras then either select the number of users you wish to purchase or click ‘Contact Sales’ and a sales representative will be notified of your request and reach out within 24-48 business hours to assist.
How do I assign users to the Analyst user role?
Assign users to the Analyst user role just like any other application role. If the user exists on your account, navigate to their profile and assign the user the Workspace user role.
If the user does not exist on your account, navigate to Manage Users in Admin and click ‘Add new user’ to invite the user to your organization. You can assign the user the Analyst user role during this invitation process.
Q & A
The Workspace Identifier in the Assignment section of a step allows you to use identifying data from a previous step to help the assignee quickly understand what they’re working on. This identifier is visible on the step itself after the step is completed.