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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 is what the user sees when they fill in such a workflow instance:
Image showing a form

Table

Input fields

Routing

User selection

Files, images, barcodes

Drawing and signature

Dropdowns, radios and checklists

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Step summary

The Step summary form field shows a read-only summary of an earlier step’s form on a later step, so whoever reaches that step can see the earlier answers without having to look them up elsewhere. To add a step summary:
  1. Go to the step where you want to show the summary and click Add form field.
  2. Select Step summary.
  3. In the Step to summarize dropdown, select the earlier step you want to summarize.
  4. Use the Fields to include checkboxes to choose which of that step’s form fields appear in the summary. Uncheck a field to leave it out.
Image of the Step summary field settings, with an earlier step selected and one of its fields unchecked
You can only summarize a step that comes earlier in the workflow, and it can’t be a group or parallel step.

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Form configuration

You can work with form field configuration when you click on a step and add a form field.
Image showing how to configure a form
To configure form fields, do the following:
  1. Go to Workflows > Edit workflow.
  2. Click Add step.
  3. Select Form.
  4. Click Add form field.
  5. Click the settings icon to add placeholders for fields or labels (step titles), and make the step optional.
By default, form fields are required. If you want a field to be optional, you need to select Optional in the Settings.
There are also options to copy the form field ID, copy the form, move it (for example to a different step), and delete it.
Setting form conditions works in the same way as step conditions. For details, see Set conditions to a step.

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Edit a form field

After you’ve completed a form, you can still edit the fields if you’re an admin or a user assigned to the step or if the step has been delegated to you. If you go to the step (by following a link in the email), you can click the pencil icon, update your field data, and save your changes. Notes:
  • You can edit the step if the workflow hasn’t been completed.
  • If there are conditions related to the step or any other dependencies that have already been completed, updating the field doesn’t change them.
  • You can’t update the completed step using the API.
Image showing how to edit a completed form

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Create forms in multiple languages

You can add translations to your forms. This is what you need to do:
  1. Create a form in English (the default source language).
  2. Add translation languages in Next Matter.
  3. Translate the form into the languages you’ve selected.
The form will automatically display in the user’s browser language when available. For example, if you’ve enabled German and the user’s browser is set to German, they’ll see the German version. Otherwise, the form falls back to English.

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Add translation languages

  1. In your form, click Add translations.
A screenshot of a form with Add translations highlighted
2. Select the languages you want the form to be translated into. 3. Save your changes. 4. Select a translation language from the dropdown.
Language selector for multilingual forms
5. Translate your form.
You can translate labels, placeholders, dropdown items, radio items, routing buttons, and table content.
  1. To add more translations, select another language from the dropdown and repeat the translation process.
You can only edit conditions applied to form fields in the default language. To edit, change the language to English in the Edit translations dropdown.