Workflows

Use Workflow to configure the advanced process triggered when a form receives results. The editor can provide guided and advanced modes; access depends on permissions.

Canvas toolbar and persistence

The workflow toolbar provides Save, Revert, Insert, Connector, Edit, Delete, zoom controls, Fit, and Analytics. Insert opens the node palette; Connector links or unlinks selected nodes; Edit opens the selected node inspector; Delete removes the selected node or connection; Revert discards unsaved canvas changes; and Save persists the workflow. A node can show Ready while still being disconnected or semantically incomplete, so validate connections and node settings before saving.

Selecting a node’s Open settings action opens the scrollable inspector. Apply applies only that node’s draft values; it does not replace the workflow-level Save. Closing the inspector without Apply discards the draft. The live Notification inspector is captured in this screenshot.

Live inspector captures

The disposable workflow was used to open each inspector without applying or saving its draft. These captures show the v2 labels, dependent rows, and empty/validation states:

• Approval
• Condition gateway
• Conditional Branch
• Human Task
• Timer
• Wait Until
• Entry Point
• Request Edit
• Form Fill / Assign Form
• BigData Update
• HTTP Request
• Integration

Common workflow blocks

The workflow editor can use blocks such as Entry Point, Conditional Branch, Approval, Human Task, Form Fill, Request Edit, Notification, Wait Until, HTTP Request, BigData Update, Integration, Timer, Go To, and Condition.

The product may display aliases for these names (for example, Assign Form for Form Fill and Http Request for HTTP Request). Use the node reference to map the live label to the appropriate guide.

Safe build sequence

1. Draw the business process and identify its owner, inputs, approvals, notifications, and failure path.
2. Build the workflow against the form named a test form, using non-sensitive data.
3. Add one block at a time, configure it fully, and connect every required continuation or branch.
4. Test every branch, including rejection, timeout, missing data, and destination failure.
5. Save only when all configured blocks show valid settings.
6. Document the workflow version, owners, recipients, data destinations, and rollback plan before production use.

Important safeguards

• Use approved recipients for notifications and approvals.
• Do not store credentials in workflow-visible fields or URLs.
• For HTTP Request, verify URL, method, authentication, parameters, and failure behaviour.
• A BigData Update must use a permitted collection and correct row operations.
• A loop/Entry Point needs a labelled path and safe cycle limit.

Related guides

• Build a workflow safely
• Workflow node reference
• Node settings reference
• Individual node guides
• Integrations
• Current User field