Forms and form field types

Forms are detailed tasks required to complete a step. The form field might be to enter customer address or select a meal type from a dropdown. Each step can consist of multiple mandatory or optional form fields.

To cater to all types of data you might want to gather, there are multiple form types. For example, if you want to report a bug, You might want a user to enter a summary (short text input form field), describe a bug (long text input form field), select if the bug happened on mobile or desktop (radio form field), and possibly upload a screenshot (image upload form field).

This would be what the user sees when they fill in such a workflow instance:

Form types

These are the form field types available for your form steps:

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Tip: You can edit the placeholders and labels for your forms.

  • Text input - short: this can be useful when asking users to provide a name or a short summary of a problem for a bug report.
  • Instruction - this doesn't require any user input but allows for adding workflow or step-related instructions. You can use this step to add data references and pull information from other steps to this step or send it on to external tools.
  • Radio - allows for selecting one option; can also trigger conditional steps. You can use data references as radio options.
  • Text input - long: this can be useful when you want users to provide a description
  • Email address input. As a workflow builder, you can also define the minimum and maximum number of characters for the input.
    A screen of the email address action with the maximum and minimum number of characters specified in the settings
  • Checklist: allows for checking off tasks
  • Date input
  • File upload: you can upload multiple files of 50MB each. We support all file types with the exception of potentially harmful executable and script-type files. These include, among others, the files with exe, ini, or jar extensions. As a workflow builder, you can also define the minimum and maximum number of files to upload.
  • Image upload: by default upload up to 5 files of 25MB each. JPG, JPEG, PNG, TIFF, GIF, or WEBP files are allowed. If needed, you can up the number of uploaded images to 10 in the form settings.
    As a process builder, you can also define the minimum and maximum number of images to upload.
    Tip: Setting the minimum number can be helpful if you need your consultants to compare images (for example, for compliance reasons).
  • Single-value dropdown: allows users to select one value from a list of many. You can use data references as options.
  • Multiple-value dropdown: allows users to select multiple values from a drop-down. You can use data references as options.

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Dropdowns (single and multiple value) can be filled in automatically from Google Sheets or an external database (such as PostgreSQL). Select Dynamic from external data source as the Source of Input when you create a dropdown. This option enables the dropdown to be automatically adjusted when the source changes. For details, see Create a dynamic dropdown

  • URL input
  • Signature
  • Address input: allows for entering a street name, ZIP code, and city. We don't check the validity of the address.
  • User selection: creates a dropdown with the members of your workspace to select from. You have the option to restrict the selection to specific users or user groups to make the selection relevant. You can make the restriction when you configure the form field.
  • Drawing: useful when you want users to comment on a project or design draft. You can upload a background image to this step in JPG, JPEG, PNG, TIFF, GIF, or WEBP and let users draw or write around it.

  • Barcode scanner. Useful when you send something to users with mobile devices or in logistics centers.

  • Routing: creates a section with configurable buttons that support skip logic. For example, if you have a review and decision step, you might configure one routing button to move the process to the next step on Approve and stop the workflow on Decline.
    You can only add one routing section to a step.

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You can use the Routing form field as an alternative to the Decision step.


Prefilled values

When you configure a form field, you can select the Prefilled value checkbox. The checkbox enables you, as a workflow builder, to select or enter a value for this field that the user will see when they run a workflow instance.

This can be helpful if the value is already captured or help elsewhere. In such cases, you can find it as data reference and pre-populate the field for the user. In any case, the value is always editable for end user, so they can delete it and enter a new one instead.

The solution is also useful for 4-eye checks, when system data needs to be checked by a reviewer. With the prefilled data, reviewers can verify all the values when they run a workflow instance and confirm its correctness.

You can add prefilled values for all form field types.