Send Form to Trigger Workflow

In workflows, there is a workflow step type that can be used to send a form completed outside of a workflow to a recipient in a workflow step.

In order to use this, you must first set the Trigger workflow on submission option on the edit screen of your form to point to a workflow in which you are sending the form out to a recipient.

In this example, we have a form where we ask employees to record the details of their IT Assets. We want to have them complete this form and have it sent to the IT department for review upon submission.

This is a Task workflow, set the "Employee can trigger?" to No since we want the form completion to be the trigger for the workflow. See image below:

Next, we include one step on the workflow which is set to send the completed form to the facilities mailbox which in my environment is what I am using for my IT department mailbox. The step type should be set to Send form which triggered workflow and it should be set to trigger "0 days after submission date".

To have this workflow trigger once the IT asset form is completed, we need to select it as the workflow on trigger workflow on submission on the edit screen of the IT asset form in Form Builder. As we ask facilities users to review the form, we will also need to set the user groups' access on the form to Facilities. You can build a form by going to:

Administration > Company > Form Builder

Once an employee completes the form, the system will trigger the workflow and send the completed form onto the specified recipient for review.

When clicking the link on the right side homepage, the facilities user can review the details on the form provided by the employees and put their comments at the bottom and set the form to completed to complete the form.