Each form you create will have different requirements in terms of outputs. You may need to create one document to be downloaded on form submission, or send separate documents to different people via email. You can do this by creating a Submission Workflow, which is a set of actions to run when the person filling out the form hits submit.
Simply click Settings in the form builder and select Submission Settings from the list to begin.
Submission Workflows
Setting up a Submission Workflow is just like creating an app, except it is already connected to the form.
Details
First up you need to give the Workflow a name. You cannot save the workflow without naming it first.
Document Templates
The next step is to decide which templates you want to assemble. To find the Document Template URL you will need to go to Document Templates (preferably in a new tab or window) and find the template you want to link to this form and click either 'Copy Link URL' or 'Copy Doc ID' and then paste that in the space for Document Template URL.
If there are only certain conditions on which you wish this document to assemble you will need to add a filter.
You can also set which format the document will be available in by ticking the appropriate boxes under Download Options. If you want to restrict document format based on users or teams, you can add users or teams in the corresponding text boxes for each format. Doing so will allow that user to download the document in that format on submission.
You can add more documents by hitting '+Add Document Templates'.
Saving Records
The Saving Records section allows you to assign where the data gets saved. You can choose a folder, and assign a Record and Matter Name. By adding a user or team to the AssignACL field here, you are setting which users or teams have access to the record. If this is left blank, only the user filling out the form will have access to the record that is created.
If you are saving the record to a folder you will need to give the user permission to access that folder.
Before Assembly and After Assembly Workflows
These two sections of the submission settings allow you to connect to a Rest API before or after the document is assembled. If you're not familiar with Rest API's or don't need to add any custom workflows, don't worry! These two sections are completely optional.
You can set up the workflow to send emails on submission in this section. You can define recipients, which email to send from, the email subject, documents to attach, whether or not to attach any uploaded files, the message in the body of the email and a filter in this section.
You should note that when you pick the Document Attachments for the email you will be able to select which document format to attach. If all the documents have been filtered out by the document filters in section 2, the email will still send, but without any attachments.
The 'attach all documents for this record' checkbox allows you to add all documents in the record to the sent email. This may be useful when you reload records in new forms as part of your workflow.
The filter in this section can be set up in exactly the same way as for a document except this will prevent the email from sending if the condition is not met.
You should also note that the plain email body accepts html formatting. You also have the option to host your email body on another site (Form HTML Source), or to use one of your assembled documents as the email body (From Assembled Document)
Make sure you save the Submission Workflow when you are done!
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