Sequential Form

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The Sequential Form has been depreciated and updated to the 👉 Assign Task component. The documentation below may be out of date or no longer applicable.

ComponentTypeDescription
imgSequential Form🔀 actionsend a link to a form which needs to be submitted before the workflow can continue

The sequential form allows you to insert a manual approval steps and tasks into a workflow. At its core, it works just like the form - you build an online form with questions for users to enter in information. What makes the sequential form special is that when a workflow reaches a sequential form component, it sends out an email with a link to complete that form. The workflow is also paused until that link is submitted.

For example, in the workflow below, once the form is submitted, a form link will be sent via email for someone to complete. The workflow will be paused until that form has been submitted. When it is submitted, the workflow will continue to the email.

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The sequential form is most commonly used to insert approval steps or manual tasks into a workflow.

When combined with the conditional workflow, it can also act as a switch to control what paths in a workflow is executed based on the answers to the sequential form. In the example below, there is a sequential form where the user selects "Approve" or "Not Approved". Based on this answer, the appropriate path is executed and email sent.

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Building the sequential form#

Building a form in the sequential form component is the same as the normal form builder component. Simply drag and drop questions into the form, and configure them as required.

➡ Click here to go to the form builder docs

Selecting an email address to send from#

By default, emails from the Sequential Form component (such as the email with the sequential form link and any reminder emails) are sent from the noreply@workflow86mail.com address.

note

The Credential Store is a premium feature and is currently only available to users on paid plans.

You can send emails from your own email address by adding an email (SMTP) credential to the Credential Store. Read about how to do this here

Once the email credentials have been added to the Credential Store, you can select it from the dropdown menu inside of the Email component. This will then send emails using the selected email address.

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Sequential form email#

Enter the emails you want the sequential form session to be sent to in the text field, and press enter.

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Form session link#

By default, a link to the sequential form will always be inserted at the bottom of the email in the following format:

“A workflow session has been initiated. Please complete the form linked in this email: {form session link}”

Customizing the email message#

You can also customize the email message you send by turning on this toggle.

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This will open up a text editor where you can configure the message you want to send.

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In this message, you can also use placeholders from any connected components. These placeholders can be found by clicking the “Placeholders” tab in the right hand menu.

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Send a reminder email#

You can set a reminder email to be sent if the form session has not been submitted after a certain amount of time e.g. send reminder email if the form session has not been submitted within 24 hours.

To send a reminder email, turn on the "Send reminder email" button

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This will open up additional fields at the bottom where you can set the recipient, content and time to send the reminder email.

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Using placeholders in the form#

You can insert placeholders into the question text, description and context blocks of the sequential form. This allows you to use placeholders to dynamically render questions, descriptions or content inside of the sequential form.

Turn on the option to allow placeholders in the question text via the form settings.

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Once this has been turned on, you can now use the "Insert Placeholder" button to search for and insert a placeholder into sequential form question or description fields:

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You can also use it to insert placeholders into the content block:

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Exposing the sequential form metadata#

The sequential form contains metadata (information and data about details like when it was submitted, form session ID etc) that can be exposed by setting a component label. By default, the sequential form does not have a component label and these metadata placeholders are not exposed. To set a component label, click the settings button in the top right:

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A dialog will appear - inside of the textfield, type in a component label. A component label can contain letters, numbers and underscores ("_") only.

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Setting a component placeholder will invalidate all previous placeholders i.e. ${placeholder} will not work, only ${component_label.placeholder} will work. You will need to go through the workflow and update the old placeholders with the new placeholders containing the component label.

Additional metadata placeholders now become available:

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projectSessionId is the session ID connected to the sequential form that has been submitted.

formSessionId is the form session ID connected to the sequential form that has been submitted.

formSubmittedDate is a time stamp of the date and time that the sequential form was submitted.

formSessionURL is the URL of the sequential form session that has been submitted.

You will also notice that all placeholders from the sequential form will now start with the component label in front:

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Customizing the form session link in the email message#

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This feature is currently a work in progress.

You can customize where the form session link is inserted by using the form session link placeholder. This can be found by clicking the “Placeholders” tab in the right hand menu and searching for “formSessionLink“

Note that if the sequential form message does not contain the “formSessionLink“ placeholder, then the default message will be used.

Tracking a sequential form session#

When a workflow session is started and reaches a sequential form, it will pause and be displayed in the logs as “Waiting”

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A link to the sequential form session that was sent can be accessed from the logs.

You can terminate a workflow session that is waiting for a sequential form session to be submitted by clicking the “Terminate” button. This will end the workflow session and render the sequential form session invalid so that it cannot be accessed.