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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, travelling through a series of steps and transitions.

Form authors assign reviewers to workflow steps. As a response moves through those steps, reviewers can view the response, add internal comments or answer office use only groups, before deciding where the response goes next, from a list of transitions provided by the form author. 

Alternatively, form authors can use Smart Logic to automatically decide which step a response goes to next, based on either respondent or reviewer answers. 

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

The review process

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

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

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

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:

Generate official records

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OpenForms can generate documents based on response data and attach these to automated emails like reminders and notifications as a response moves through a workflow. (Or as soon as a response is submitted).

By default, you can generate a PDF summary of a form response, but you can also take this a step further by generating custom documents from templates you've prepared yourself. 

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