Forms and form fields

Forms are detailed tasks required to complete a step. The form field might be to enter customer address or select a meal type from a dropdown. Each step can consist of multiple mandatory or optional form fields.

To cater to all types of data you might want to gather, there are multiple form types. For example, if you want to report a bug, You might want a user to enter a summary (short text input form field), describe a bug (long text input form field), select if the bug happened on mobile or desktop (radio form field), and possibly upload a screenshot (image upload form field).

This is what the user sees when they fill in such a workflow instance:

Explore types of form fields

Table

Input fields

Routing

User selection

Files, images, barcodes

Drawing and signature

Dropdowns, radios and checklists

Form configuration

You can work with form field configuration when you click on a step and add a form field.

To configure form fields, do the following:

1. Go to Workflows > Edit workflow.
2. Click Add step.
3. Select Form.
4. Click Add form field.
5. Click the settings icon to add placeholders for fields or labels (step titles), and make the step optional.

By default, form fields are required. If you want a field to be optional, you need to select Optional in the Settings.

There are also options to copy the form field ID, copy the form, move it (for example to a different step), and delete it.

Setting form conditions works in the same way as step conditions. For details, see Set conditions to a step.

Edit a form field

After you’ve completed a form, you can still edit the fields if you’re an admin or a user assigned to the step or if the step has been delegated to you.

If you go to the step (by following a link in the email), you can click the pencil icon, update your field data, and save your changes.

Notes:

• You can edit the step if the workflow hasn’t been completed.
• If there are conditions related to the step or any other dependencies that have already been completed, updating the field doesn’t change them.
• You can’t update the completed step using the API.

Required form fields

If you want to ensure users complete all necessary information before proceeding, you can make form fields required. When a form field is required, users must provide input (fill in an answer or select an option) to complete the step.

By default, form fields are required, and a builder (or anyone with editing rights) needs to intentionally select Make field optional to change this setting.

This helps meet auditing requirements by creating locked forms where all fields must be completed before users can proceed.

Do all fields have the optional checkbox?

No, Instruction fields can’t be made optional because they only display text or data to the user and are not meant for data collection.

Similarly, the Routing field can’t be made optional because the user must click an option to push the workflow further, stop it, or push it back.

Table fields (pre-defined tables) are required if at least one column is marked as mandatory. Table columns are optional by default, and you can mark them as mandatory if you want users to review content ot add values in blank cells.

By default, all steps (including form steps) are blocking as well, which means they must be completed for the workflow to proceed. A builder (or workflow editor) needs to intentionally make them non-blocking for the users to be able to skip them.

For details, see non-blocking steps.