Who Can Do This?
Form steps allow you to collect data from completers using a previously created digital or paper form.
First, navigate to your Workflow page.
Make sure your workflow is unlocked so that you are able to edit it.
If this is a new workflow without any steps yet, you will notice one large plus sign "+" underneath your start button that you can click on to add a form step. If you already have existing steps in your workflow, you will notice plus sign buttons in between each of your existing steps. Click on the "+" that aligns with where you want your form step to be located in the workflow. You will also be able to move this step to a different part of your workflow at a later time if needed.
You will now see a selection pane on the right side of your screen where you will decide what type of step you'd like to add to your workflow. Choose Form from this list.
A list of all existing forms that you have access to will appear on the right side of your screen. Click on the form(s) that you would like to add to this workflow. Click the blue Select button at the bottom of this selection window.
Now your form step appears in your workflow. Wait for the blue checkmark in the bottom right corner of your screen to confirm that your changes have been saved.
If your form has multiple steps (multiple completers), you will see a separate form step created for each of your steps (completers). For more information about this, click here. When editing your workflow, if a form step is deleted that is a part of a multi-step form, all of its form steps will be deleted from the workflow. To only remove an individual form step, edit your form configurations and delete the form step under Settings. If your form only has one step, you do not need to worry about this and can delete the form step directly from the workflow.
Notice that there is a red exclamation point in the left corner to remind you that it is not completely set up yet.
Click on your blue form step to finish configuring it. Your step configurations should now appear on the right side of your screen.
First, you can change the step name that appears in the workflow.
Next, you will need to decide who should complete this form step. Depending on where your form step falls in the workflow, you might have up to 4 options to choose from. Keep reading below to learn more about what each of these options mean.
The person who starts the Script
The person who begins work on this specific submission will complete this form step.
Let the previous step's completer pick who will do this step*
The person who completed the step prior to your form step will be prompted to choose who should complete this form step.
*See below for the different ways you can allow them to choose.
The same person who completed the previous step
The person who completed the step right before this form step will be the one to also complete this form step.
Let me specify who will do this step
You will determine ahead of time who will complete this form step by adding a Script Team, a Script user, an external email, or a combination of the above. You'll need to choose at least one person, but you can have as many as you would like.
*Additional information on second option:
You can allow them to choose from predetermined people or groups of people who should complete this form step. This is done by setting up a completer group.
Enter a display name for your group such as "Administrator", "HR Department", or whatever you need it to be.
When selecting people to be a part of your completer group, you can either choose a Script Team, an existing Script user, an external email, or a combination of the above. You need at least one person in this completer group, but can have as many added as you'd like. If this group is selected by the previous step's completer, at least one person from this completer group will be required to complete this form step.
To give your previous step's completer more than one person or group of people to choose from, click the blue Add Completer Group button. Repeat the steps above until you have as many completer groups as you need.
2. Instead of using completer groups to provide predetermined people for them to choose from, you can delete the completer group and allow them to enter the person of their choice.
Click the trash can icon to delete the completer group option.
Select the checkbox that says "Let the previous completer enter the email of who should do this step". In this option, the previous step's completer will be prompted to type in the name and email address of the person they would like to complete this form step.
Once you've decided who should complete this form step, you may now include step instructions which will appear at the top of their screen while they are filling out the form.
In this step configuration window, you can also access information about this form such as the Form ID#, the name of the form, and the revision number.
Click View Form Details to open the details and settings for this particular form.
Click the blue Save button to save your configurations.
Once you see the blue checkmark signaling that your changes have been saved, your red exclamation point will be gone and your form step is ready to be used!