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Forms and Workflows

Forms and Workflows lets teams build forms without code and turn the responses into a working process. A form can be filled on the web, on mobile or through a public link. Responses run through multi-step approvals on the same engine as leave and expenses, and automation rules handle the follow-up. Each form is also a small data app with views, reports and dashboards.

Who uses it​

  • Every member fills the forms shared with them, saves drafts, tracks their submissions and approves in the shared inbox.
  • Form builders create forms, install templates and manage sharing, approvals, rules, views and reports for the forms they own.
  • Forms admins manage every form and record within their scope, company settings and the webhook log.

Before you start​

  • Switch Forms and Workflows on for your company. See the Quick start.
  • Give the form builder role to the people who will design forms.
  • If approvals should go to managers, make sure reporting lines exist in People.
  • Lookups to employees, customers, vendors, items or projects need the matching app to be on.

Set up​

  1. Start from a template or a blank form. Ten templates cover common cases, such as a visitor log, IT asset request, travel request, vendor onboarding and purchase request.
  2. Design the form. Drag fields onto the canvas and set labels, help text, validation and defaults in the inspector. Group fields into pages and sections.
  3. Add logic. Use show and hide conditions, conditional required fields and formulas for totals or scores. The preview runs the same logic as the live form.
  4. Set up the workflow. Add approval stages with approvers, mode, conditions, SLA hours, escalation and fields the approver may edit.
  5. Add rules. Choose triggers and actions, such as notifying people, updating a field, calling a webhook or creating a record in another app.
  6. Share and publish. Share the form with people, roles, departments or locations, or create a public link. Publish to create the first version.

Key workflows​

Fill and submit a form​

  1. Open the form from the list of forms shared with you, an assignment or a link.
  2. Fill it in, in English, Hindi or Tamil where the builder has added translations. Drafts save as you go.
  3. Submit. If the form has a workflow, it moves to the first approval stage.

On mobile, forms work offline: submissions wait in an outbox and are sent once you are back online.

Approve a submission​

  • Approval tasks appear in the shared inbox on the web and mobile, with summary fields so you can see what you are approving.
  • Stages can be sequential, parallel (everyone must approve) or first decision wins. A rejection rejects the record.
  • Overdue tasks are reminded and then escalated, for example to the manager's manager.

Automate the follow-up​

  1. Create a rule that runs on submit, approval, rejection, a field change or a schedule.
  2. Add a condition, such as an amount above a limit.
  3. Add actions: notify, email, set a field, create or update a record, call a signed webhook, or create a record in Support, CRM, Procurement, Projects or the People helpdesk.
  4. Check the run log for results.

Work with the data​

  • Switch between grid, list, kanban, calendar and gallery views. Save personal or shared views with filters and grouping.
  • Import existing records from CSV or Excel with a dry run, and export any view.
  • Build reports and dashboards, and schedule them by email with the data attached.

Collect responses from the public​

  1. Create a public link and, if needed, turn on email OTP verification.
  2. Share the link, embed it on your website or print the QR code.
  3. Set an opening and closing date or a response limit.

India specifics​

Fields can validate PAN, GSTIN with its checksum, IFSC, PIN code and Indian mobile numbers. Aadhaar can be collected only as the last four digits. Amounts use rupee formatting with Indian grouping, dates are in IST and reports follow the April to March financial year. Public forms show your DPDP notice, and you can set how long public submissions are kept.

Works with other apps​

  • People: employee lookups and defaults, and HR helpdesk cases from rules.
  • Support: create tickets from responses.
  • CRM: create leads from responses.
  • Procurement: create purchase requisitions and vendor requests.
  • Projects: create project tasks and look up projects.
  • Analytics: submission data feeds company dashboards.
  • Integration Hub: connect forms to other systems through signed webhooks.

Next steps​