Process responses with workflows

Enterprise plans 

Most form responses go through a process after submission, passing through various levels of review and authorization.

Workflows let you manage this process entirely within OpenForms.

How workflows are made

Using a workflow canvas, form authors map out all the possible ways a response can travel through a process of review.

Wherever their workflow branches, form authors assign reviewers (or Smart Logic) to decide which path the response takes. 

If you're a form author, here’s how to get started:

• Create a basic workflow

• Use Smart Logic to automate workflows with advanced transitions

The review process

Each stage, or "step," (except for the steps at the beginning and end of a workflow) is assigned reviewers.

Reviewers use the review center to look at the content of a response and decide which step it moves to next.

If you're a reviewer, here's all you need to know:

• Use the review center to process responses

Automate reminders and notifications

When form authors create a workflow, they can set up automated emails to keep respondents, reviewers, and other stakeholders up to date on the progress of a response. These are triggered when a response moves through particular steps or transitions.

Here's how to set them up:

• Keep on top of workflows with notifications and reminders

Generate official records

OpenForms can generate documents based on response data for you and your respondents' official records. Right now, you can generate a PDF summary of a form response, but soon we’ll be adding the ability to generate a whole range of custom documents. 

When setting up a workflow's reminder and notification emails, you can opt to automatically generate and attach a response PDF whenever those emails are triggered.

Want to set up the response PDF? Here's how:

• Set up response PDFs

(By the way, you can also attach response PDFs to submission confirmations).