Form Connector

Automate manipulating multiple form entries or allow users to interact across workflows. All while mapping just the data you need between.

The 5 step types available with the Form Connector extension are a powerful swiss-army knife of capabilities. You can combine them to deliver a robust multi-form workflow process that seems seamless to the customers, staff or other assignees involved.

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Understanding the Form Connector Step Types

Create An Entry Step Type

A workflow step in Form A can create a new entry in Form B with a subset of field values. The new entry in Form B can then follow its’ own workflow while Form A can move on to the next step in its’ workflow.
Step Type SeTUP GUIDE

Update an Entry Step Type

Use the Entry ID, or search criteria to identify one, and select which field(s) from the current entry should be mapped into the selected one. It can also be used to complete user input or approval steps for the other entry.
Step Type SeTUP GUIDE

Delete an Entry Step Type

If an entry is no longer required (including itself), they can be immediately deleted or scheduled to be. All Form Connector steps can also perform their action on remote sites with Gravity Flow installed.
Step Type SeTUP GUIDE

Form Submission Step Type

Prevent one workflow from proceeding until assignee(s) have submitted a different entry in a different form. Data mapped through the step settings will be pre-populated when they open the link dedicated to their task.
Step Type SeTUP GUIDE

Update Fields

Retrieve data from another entry and map it into specific fields on this entry. All Form Connector steps field mappings can map both full field values as well as custom definitions using merge tags.
STEP TYPE SETUP GUIDE

Connecting the Form Connector Steps together

An Agency Example:
A Wedding Planner Service

The Form Connector extension really shows its’ strengths when you have a project that requires multiple entries to be concurrently proceeding through their workflows to deliver an overall business process. For this demonstration we will use an example of a Wedding Planning service that has the following general requirements:

  • The potential customer submits a request form indicating contact details, services they are interested in and a few other data points.
  • This is a high value lead. We’ll assign “everything” to staff/vendors. The customer will only get assigned steps for final review and payment.
  • There is a need for multiple vendors to submit  service quotes and can have up to 14 days to do so. Staff must review/approve each quote.
  • Multiple service workflows need to operate concurrently to arrange flowers, catering, photographer, etc.
  • The wedding planner (role) puts together a final package to review with customer.
  • Payment is handled via Cash, Cheque or Credit Card (Stripe)

The Workflow Diagram

This demo combines 4 forms each with their own workflow into a cohesive experience for customers, staff and vendors of a Wedding Planner service.

  • The overall diagram follows the main planning application which the customer starts
  • The dotted lines represent the workflows of the service forms that have entries generated by Form Connector – Create An Entry step types.
    If the wedding planner also provided photographer services, you could duplicate the floral or caterer form and begin to customize from there.
  • Conditional logic on steps (ex. the Update an Entry steps in the Vendor form) ensures different data can be mapped into the right form/entry fields.
  • The Form Connector Update an Entry steps take care of mapping the appropriate data back into their “parent” entry when their workflows complete.

To the customer:

  • They submit the initial form.
  • Depending on what services they require for their wedding (floral, caterer, etc), will determine which separate form/processes are kicked off behind the scenes.
  • The correct staff would reach out to them to confirm more details about their big day.
  • A final set of steps shows them the consolidated details (and costs) for payment.

To the company staff:

  • Their Planner Inbox always shows them the current assigned tasks specific to their department (florist, caterer, etc).
  • The steps they complete will lead to other assignees (vendors) being able to quote for services for a specific period of time.
  • Any time a customer calls up, they could use the Folders extension to be able to have a comprehensive view of all the entries.

To the vendors:

  • They receive an email with a request for services with a link specific to their potential quote.
  • The form has pre-populated all the data they need to provide quote and reference materials that will help sell their service.
  • Reminder notifications could be sent (to the vendors yet to provide their quote) X days after the step starts and every Y days after until the end of the step expiration settings.

Experiencing the Wedding Planner / Form Connector Demo

Customizing the Wedding Planner / Form Connector Demo

  • Edit the main form and its’ workflow steps including the Create New Entry steps to create Floral / Caterer entries.
  • Edit the Floral Package form and its’ workflow steps, or the Caterer Package form and its’ workflow.
    These are largely identical in process, with different fields / context.
    Both map data through a Form Submission Step into the potential Vendor quotes.
  • Edit the Vendor Quote form and its’ workflow steps. After an approval step, the Update an Entry step uses the stored entry IDs to map the company and quote details back into the appropriate package.