Formstack Step-by-Step Guide to Building Workflows

Bright SEO Tools in Ai Nov 19 / 2 hours ago

Building efficient digital workflows can transform how your organization handles processes, from data collection to document generation and electronic signatures. Formstack Workflows combines Forms, Documents, and Sign into one sequence builder to capture data, generate documents, and collect eSignatures from one no-code flow. This comprehensive guide walks you through everything you need to know about creating powerful workflows in Formstack.

What Are Formstack Workflows?

Formstack Workflows is part of the Formstack Platform that enables businesses to create seamless digital processes without writing a single line of code. The visual workflow builder features an intuitive drag-and-drop interface to build workflow steps and automatically recognizes Formstack apps on your accounts, making it accessible even for non-technical users.

Unlike traditional form builders that only capture data, Formstack Workflows orchestrates entire business processes by connecting multiple applications and automating handoffs between team members.

Key Capabilities of Formstack Workflows

Workflows has the capability of combining all Formstack apps including Forms for collecting information, Documents for creating branded documents, and Sign for enabling multiple participants to e-sign documents. This integration allows you to:

Collect data through customizable forms
Automatically generate branded documents using collected data
Route documents for electronic signatures
Map data between different workflow steps
Assign tasks to specific team members or roles
Track progress and identify bottlenecks

Understanding Workflow vs. Workflow Forms

Before diving into building workflows, it's important to understand that Formstack offers two distinct features. Workflow Forms allow you to create a single form where multiple submitters can participate in filling it out, while the Workflows Product combines different Formstack apps into one sequence.

For this guide, we'll focus on the newer Workflows Product, which provides more comprehensive automation capabilities.

Prerequisites: What You Need to Get Started

Workflows is accessible to Suite plan customers and multi-product customers, with a 14-day Platform trial available. Before building your first workflow, ensure you have:

Proper Access: Admin or Standard user access to Workflows
Formstack Apps: At least Forms (required as the first step) and optionally Documents or Sign
Clear Process Map: A documented understanding of your business process
Team Roles Defined: Knowledge of who needs to participate at each step

Step-by-Step Guide to Building Your First Workflow

Step 1: Planning Your Workflow

Before touching the Formstack interface, invest time in proper planning. Map out your entire process on paper or using a flowchart tool:

Identify Entry Points: How does the process start?
Define Steps: What happens at each stage?
Map Participants: Who is involved and when?
Determine Data Flow: What information transfers between steps?
Set Decision Points: Where do approvals or conditional logic occur?

For example, an employee onboarding workflow might include:

New hire fills out personal information (Form)
HR reviews and adds employment details (Form)
System generates offer letter (Document)
Employee signs offer letter (Sign)
Manager receives signed copy (Email notification)

Step 2: Creating Your Workflow

To create a new workflow:

Log into Formstack Platform at admin.formstack.com
Navigate to the Workflows section
Click "Create New Workflow"
Name your workflow descriptively (e.g., "New Employee Onboarding Process")
Add a detailed description for team members

Workflows automatically save and produce a unique live URL once started, though it's not possible to create a custom-friendly URL at this time.

Step 3: Building the Initial Form Step

A workflow must begin with a Form or Forms for Salesforce app step. This is your workflow's entry point where data collection starts.

Creating Your First Form Step:

From the workflow builder, drag and drop "Forms" from available apps
Choose to create a new form or select an existing one
Build your form using the drag-and-drop form builder
Add relevant fields: text inputs, dropdowns, file uploads, etc.
Implement conditional logic for dynamic form behavior
Configure form settings (notifications, confirmations, integrations)

Pro Tip: Use section breaks in your form to logically organize information. This makes data mapping easier in subsequent workflow steps.

Step 4: Configuring Form Step Assignment

From Assignment under Step Builder, you can toggle off the inherited assignee from the previous step and assign the form step to a different person. This determines who receives the workflow at this stage.

Assignment options include:

Specific Email Addresses: Manually enter email addresses
Dynamic Assignment: Use email addresses captured in previous steps
Multiple Assignees: Send to multiple people simultaneously

Important Note: Once a Documents or Sign step takes place in the flow, the workflow is no longer sent to the new assignee and remaining Forms steps will need to have assignees reconfigured.

Step 5: Adding Additional Form Steps

You can include multiple form steps in your workflow for scenarios where different people need to provide information sequentially.

After setting up your first step, you can include additional Form steps to collect workflow participant information. Each form step can:

Collect different information from different participants
Pre-fill data from previous steps (more on this below)
Have unique assignment rules
Include custom submission messages

Step 6: Mapping Data Between Steps

Data mapping is where workflows become truly powerful. From Mapping under Step Builder, you can map previous Forms and Sign steps' qualifying fields or metadata to create prefilled answers in the Form step.

How to Map Data:

Open the step where you want to display mapped data
Navigate to the Mapping section in Step Builder
Select the source field from a previous step
Choose the destination field in the current step
Repeat for all fields you want to pre-fill

Common Mapping Scenarios:

Name and contact information flowing through all steps
Approval decisions triggering conditional paths
File attachments carrying forward
Custom metadata like submission timestamps

For advanced data mapping techniques, check out our JSON Editor for structuring complex data transfers.

Step 7: Adding Document Generation Steps

After setting up your first Form step, you can add a Documents step to collect participant data and generate branded documents.

Two Ways to Add Documents:

Generate from Form: Automatically creates a document with all form fields mapped
Select Existing Document: Choose a pre-built document template

If you choose to generate from form, the document will be automatically created with all fields from the form mapped to the new corresponding document.

Configuring Document Delivery:

After setting up mapping, you can create an email delivery with a PDF copy of the document by mapping data collected during the workflow or manually typing in delivery field options.

Document delivery options include:

Recipient email addresses (static or dynamic)
Custom subject lines
Personalized email body text
PDF attachments of generated documents

Current Limitation: Data from a Document step can't be used in a workflow yet, so plan your data flow accordingly.

Step 8: Implementing Electronic Signatures

The Sign step enables you to collect electronic signatures on documents generated in your workflow or from Sign templates.

Basic Sign Step Configuration:

Drag and drop "Sign" from available apps
Select the document for signing
Define signers (can be mapped from previous steps)
Configure signature fields and other form fields
Set signing order if multiple signers are involved

Advanced Feature: In-Session Signing

In-session signing makes it easy and efficient to complete a form and sign a document without toggling screens, ideal for in-person meetings or events.

To enable in-session signing:

Create a workflow with a Sign step following a Form step
Open the Sign step and select Edit Step
Choose a document for signing
Toggle on the In-session signer for participants and map the Name field from the Form step
Map additional data fields for participants to fill

The customized workflow URL will route the user to a form to fill out, and once submitted, the workflow will display the filled document for the user to review and sign without being redirected away.

Step 9: Testing Your Workflow

Before deploying your workflow to end users, thoroughly test it:

Complete a Test Run: Go through the entire workflow as each participant
Verify Data Mapping: Ensure information flows correctly between steps
Check Email Notifications: Confirm all notifications are sent to the right people
Test Edge Cases: What happens if someone skips optional fields?
Review Generated Documents: Verify formatting and data accuracy
Validate Signatures: Ensure signature capture works properly

Use a Website SEO Score Checker to ensure any landing pages connected to your workflow are optimized for search engines.

Step 10: Publishing and Sharing Your Workflow

Once testing is complete:

Click "Publish" to make your workflow live
Copy the unique workflow URL
Share the URL with appropriate stakeholders
Consider embedding the form on your website
Set up monitoring and analytics

For website integration, you might need to adjust your Htaccess Redirect settings to properly route users to your workflow.

Advanced Workflow Features

Workflows PRO: Enhanced Automation Capabilities

Workflows PRO adds Step Logic, Approvals, and the API Connector, enabling conditional logic and customizable approvals in your workflows.

Key PRO Features:

Step Logic: Implement conditional branching based on data inputs
Approval Processes: Create customizable approval workflows with group approvals
API Connector: Easily pre-fill forms with data from your CRM, EHR, and other central business systems through the powerful API Connector

Collaboration Features

You can share workflows or shared folders with other Workflows users to configure or build them. This enables:

Team-based workflow development
Shared workflow libraries
Consistent process implementation across departments

Workflow Management Best Practices

Use Descriptive Names: Name workflows clearly so team members understand their purpose
Document Your Processes: Use the Search Bar from your Workflow window to search for workflow titles you have access to, so clear naming helps with discoverability
Create Copies for Testing: From available workflows, select one or more workflows and click Copy to populate a duplicate workflow with "-COPY" in its title
Monitor Performance: Track workflow completion times to identify bottlenecks
Gather User Feedback: Regularly ask participants about workflow usability

Common Workflow Use Cases

1. Employee Onboarding

Create a seamless onboarding experience:

New hire form submission
HR verification and additions
Automated offer letter generation
Electronic signature collection
Equipment request routing
IT account setup triggers

2. Purchase Requisitions

Streamline procurement processes:

Employee submits purchase request form
Manager approval step
Budget verification
Vendor quote collection
Purchase order generation
Finance approval and processing

3. Customer Onboarding

Automate client intake:

Client information collection form
Needs assessment questionnaire
Service agreement generation
Electronic contract signing
Payment processing
Welcome email with next steps

4. Event Registration

Manage event participants efficiently:

Registration form with custom fields
Payment collection
Confirmation email with details
Pre-event form for preferences
Badge generation document
Post-event feedback survey

5. Performance Reviews

Digitize HR processes:

Employee self-assessment form
Manager evaluation form
Performance summary document generation
Goal-setting collaborative form
Electronic acknowledgment
HR records integration

Troubleshooting Common Workflow Issues

Issue 1: Workflow Steps Not Triggering

Problem: Subsequent steps don't execute after form submission.

Solution: Forms or steps completed outside of the workflow will not trigger the next steps or workflow actions to run. Ensure participants use the workflow URL, not standalone form links.

Issue 2: Data Not Mapping Correctly

Problem: Pre-filled fields show incorrect or missing data.

Solutions:

Verify field mapping in Step Builder
Check that source fields contain data
Ensure field types match between steps
Review conditional logic that might hide fields

Issue 3: Assignment Emails Not Sending

Problem: Workflow participants aren't receiving notification emails.

Solutions:

Verify email addresses are correctly entered or mapped
Check spam/junk folders
Confirm email notifications are enabled for the step
Test with a different email address to rule out server blocks

Issue 4: Cannot Rearrange Steps

Problem: Need to change step order after creation.

Solution: At this time, steps cannot be rearranged within a workflow. You must delete the steps and then add the steps and configurations once more. Plan your workflow structure carefully before building.

Issue 5: Partial Configuration Loss

Problem: Step configuration isn't saving.

Solution: A step cannot capture partially saved configurations unless all required fields are configured when creating a step. Complete all required fields before saving.

Workflow Optimization Strategies

Optimize for Mobile Users

Ensure your workflows work seamlessly on mobile devices. Test with a Mobile Friendly Test to verify responsive design.

Improve Load Times

Workflow performance matters for user experience:

Minimize form field count where possible
Optimize image sizes using an Image Compressor
Reduce unnecessary conditional logic
Implement GZIP compression on embedded pages

Enhance Data Security

Protect sensitive information in workflows:

Enable SSL encryption on all workflow pages
Implement proper access controls
Use secure password generation for user accounts
Regular security audits of workflow processes

Monitor Workflow Performance

Track key metrics to identify improvement opportunities:

Average completion time per workflow
Drop-off points where users abandon the process
Step-by-step completion rates
User feedback and satisfaction scores

Use automation tools to generate regular reports. For related automation insights, check out our guide on AI Tools for Productivity.

Integration Possibilities

CRM Integration

Connect workflows to customer relationship management systems:

Salesforce native integration
HubSpot data synchronization
Zoho CRM connectivity
Custom API connections with Workflows PRO

Payment Processing

Add payment collection to workflows:

Stripe integration for credit card processing
PayPal for flexible payment options
Square for point-of-sale integration
Automated receipt generation

Marketing Automation

Connect workflows to marketing platforms:

Mailchimp for email campaigns
ActiveCampaign for customer journeys
Constant Contact for newsletter management
Automated lead nurturing sequences

Project Management Tools

Integrate with collaboration platforms:

Asana task creation from workflow submissions
Trello card generation
Monday.com board updates
Slack notifications for workflow events

For more integration ideas, explore JotForm Alternatives that might complement your Formstack workflows.

Formstack Workflows vs. Alternatives

While Formstack Workflows is powerful, it's worth understanding how it compares to other solutions in the market.

When Formstack Excels

Formstack's workflows allow you to assign sections to different team members, track progress from start to finish, and use Workflow Logic to send forms back for corrections. It's particularly strong for:

Organizations already using multiple Formstack products
Industries requiring strong compliance features (healthcare, education)
Teams needing visual workflow builders without coding
Businesses wanting integrated document generation and eSignatures

Potential Limitations

Based on user feedback, consider these factors:

Formstack's plans start at $99 per month, which is expensive, especially for small teams or startups
Limited customization compared to low-code platforms
Some users find Formstack's customization options limited for highly dynamic forms

Popular Alternatives to Consider

If Formstack doesn't meet your needs, explore these alternatives:

Jotform: Jotform offers a forever-free plan and provides over 10,000 readymade form templates
Typeform: Known for conversational, engaging form experiences
Google Forms: Completely free with unlimited forms and responses
Monday.com: Better for complex project workflows beyond forms
Zapier: For connecting multiple applications in custom workflows

For a comprehensive comparison, read our guide on Best JotForm Alternatives.

Future of Workflow Automation

Workflow automation continues to evolve rapidly. Recent enhancements include Formstack Streamline, which provides instant visibility into tasks, submissions, and document processes.

Emerging Trends

AI-Powered Workflows: Intelligent routing based on content analysis
Voice-Activated Forms: Hands-free data entry capabilities
Advanced Analytics: Predictive modeling for workflow optimization
Blockchain Integration: Immutable audit trails for compliance
No-Code Expansion: Even more sophisticated automation without programming

Stay updated on workflow automation trends with our AI Tools guides.

SEO Considerations for Workflow Landing Pages

If you're embedding workflows on public-facing pages, optimize for search engines:

Technical SEO

Ensure proper XML Sitemap inclusion
Optimize Meta Tags for workflow landing pages
Use HTML Minification for faster loading
Implement Schema Markup for rich snippets

Content Optimization

Create keyword-rich descriptions of workflow purposes
Use Keyword Research Tools to identify search terms
Write compelling call-to-action copy
Include helpful instructions and FAQs

Performance Optimization

Run Website SEO Score Checks regularly
Monitor Page Load Speed
Optimize images with our Image Resizer
Follow Core Web Vitals best practices

Workflow Security Best Practices

Protect sensitive data flowing through your workflows:

Authentication & Access Control

Implement multi-factor authentication
Use role-based access controls
Regular access audits and user permission reviews
Strong password requirements

Data Protection

Enable SSL/TLS encryption for all workflow pages
Regular SSL certificate checks
Implement data retention policies
Secure file upload validation
Regular security vulnerability assessments

Compliance Considerations

HIPAA compliance for healthcare workflows
GDPR compliance for European data subjects
SOC 2 certification verification
Regular compliance audits
Documentation of data processing activities

For more on website security, explore our Website Tracking Tools.

Measuring Workflow Success

Track these key performance indicators (KPIs):

Efficiency Metrics

Time to Completion: Average time from workflow start to finish
Processing Time per Step: Identify bottleneck stages
Automation Rate: Percentage of process handled without manual intervention
Error Rate: Frequency of corrections or rejected submissions

User Experience Metrics

Completion Rate: Percentage of started workflows that finish
Abandon Rate: Where users drop off in the process
User Satisfaction Scores: Direct feedback from participants
Support Ticket Volume: Decrease in help requests after workflow implementation

Business Impact Metrics

Cost Savings: Reduction in manual processing costs
Productivity Gains: Time saved by automating manual tasks
Compliance Improvements: Reduced errors in regulated processes
Customer Satisfaction: Impact on client experience metrics

Create dashboards to monitor these metrics continuously. For data visualization, consider tools like Plotly or Recharts.

Workflow Documentation and Training

Ensure successful workflow adoption:

Create User Guides

Step-by-step instructions for each participant role
Screenshots or screen recordings of the process
FAQ section addressing common questions
Troubleshooting guides for typical issues
Contact information for support

Conduct Training Sessions

Role-based training for different workflow participants
Hands-on practice with test workflows
Q&A sessions to address concerns
Regular refresher training for updates
Create video tutorials for on-demand learning

Maintain Change Logs

Document all workflow modifications:

Date of change
What was modified and why
Who made the change
Impact on existing processes
Communication sent to stakeholders

Advanced Customization Techniques

Custom CSS Styling

While Formstack provides styling options, advanced users can:

Apply custom CSS for unique branding
Create responsive designs that adapt to screen sizes
Test with Screen Resolution Simulator
Ensure consistency with brand guidelines

JavaScript Enhancements

Add custom functionality with JavaScript:

Dynamic field calculations
Custom validation rules
Enhanced user interface interactions
Integration with third-party services
Use JavaScript Minifier for production code

API Integrations

Leverage Formstack's API for:

Custom reporting dashboards
Bidirectional data synchronization
Complex business logic implementation
Integration with legacy systems
Real-time webhook notifications

Conclusion

Building effective workflows in Formstack requires thoughtful planning, careful configuration, and ongoing optimization. By creating workflow forms in the builder, mapping your digital process, and publishing to share with team members, you can streamline complex business processes.

Key takeaways for success:

Plan Before Building: Map your entire process before touching the workflow builder
Start Simple: Begin with basic workflows and add complexity gradually
Test Thoroughly: Complete multiple test runs before launching to users
Monitor Performance: Track metrics to identify improvement opportunities
Iterate Continuously: Gather feedback and refine workflows regularly
Document Everything: Maintain clear documentation for team members
Prioritize Security: Implement robust security measures for sensitive data
Optimize for Users: Focus on creating intuitive experiences for all participants

Whether you're automating employee onboarding, customer intake, purchase approvals, or any other business process, Formstack Workflows provides the tools you need to eliminate manual work and reduce errors.

Start small, measure results, and gradually expand your workflow automation efforts. The time invested in building efficient workflows pays dividends in productivity, accuracy, and employee satisfaction.

Additional Resources

Formstack Official Documentation

BrightSEOTools Resources

Related Tool Alternatives

Workflow Optimization Tools

By following this comprehensive guide, you'll be well-equipped to design, build, and optimize Formstack workflows that transform your business processes. Remember that workflow automation is a journey—start with one process, perfect it, then expand to others.

Happy workflow building!