What are Workflows?

A workflow is a short sequence that runs by itself after someone submits a form. You turn it on once. Each new matching entry starts a run.

In one minute

Open Workflows in the dashboard. Pick a form as the start. Add steps in a list, or apply a ready-made template. Turn the workflow on. When someone submits that form, GRTforms runs the steps in order: for example, it emails you, sends the person another form, or sets a status on the entry.

Example step list for Employee onboarding

  1. When someone submits Employee onboarding

    The workflow starts from that form.

  2. 1. Email you

    Subject: New hire onboarding started

  3. 2. Send next form: equipment request

    Name and email are prefilled. Email is locked. Reminder after 24 hours.

  4. 3. Send next form: policy acknowledgment

    Same prefill. Reminder after 48 hours.

  5. 4. Set status to Onboarding

    The original entry gets that label.

What a workflow can do

  • Start when a chosen form is submitted.
  • Branch with if/else on an earlier answer.
  • Email the owner, the respondent, or a custom address.
  • Reuse a form webhook or integration you already configured.
  • Set an entry status on the original submission.
  • Send the next form as a signed link. You can prefill fields from earlier answers and lock any of those fields.

Prefill and privacy

File uploads, signatures, calculations, and encrypted fields are never copied into the next form. Locked fields are written back on the server if someone edits them in the browser.

Not available yet

  • Approval and delay are not available yet.
  • Status-changed and approval-decided triggers are not available yet.
  • A larger template gallery with field mapping is not available yet.
  • Test without sending is not available yet.
  • Safety caps (queued or skipped with a run-history event) are not available yet.
  • SMS and WhatsApp actions are not available yet.