The Form Submission Step

The Forms Submission Step is a feature of the Form Connector Extension (v1.1+) which allows Gravity Flow administrators to add steps to workflows which wait for the submission of a different form.

For example, a workflow which takes a customer right through the entire process of a project from initial requirements to final delivery may require payment steps at the beginning, middle and end. The Form Submission step will wait until the payment has been received before allowing the workflow to continue to the next step.

Any number of Form Submissions steps can be added to the workflow.

How it Works

When a workflow is on a Form Submission Step, the assignee or assignees can open the form from the workflow entry detail page like this:

The form can also be opened from the assignee email using the {workflow_form_submission_link} merge tag.

IMPORTANT: The assignee must use either the link in the workflow detail page or the {workflow_form_submission_link} merge tag otherwise the submission will be ignored by the step. This is because the link includes a security hash to make sure the field mappings are not altered by the user.

When the assignee or assignees have submitted the form then the step is complete and the workflow is permitted to continue.

Secure Default Field Values

The field mapping setting in the Form Submission step defines the default values for the fields in the target form so that when the form is opened by the assignee values are already set based on the source entry. All values for mapped hidden fields will be saved immediately after the form submission to ensure that those are not tampered with. A special security token is added to the URL to guarantee that the source entry ID cannot be changed. If the ID is changed in the URL then the default values will not be displayed.

Multiple Assignees

The Form Submission step can have more than one assignee and it also supports conditional  routing . This can be useful if you need the step to wait until all assignees have submitted their forms. The assignee policy setting defines whether the step will wait for all assignees to submit the form or just one.

Support for Payment Add-Ons

By default, the Form Submission step will allow the workflow to continue as soon as the assignee or assignees have submitted the form specified in the step settings. However, if the form has a payment feed configured then the form submission step will wait until the payment has been processed. If the payment was unsuccessful then  the step will remain in a pending state so the assignee can submit the form again.

All payment add-ons that are built on top of the Gravity Forms Payment Add-On Framework are supported. 

Supported Payment Add-Ons:

If you use a different payment add-on not listed here please get in touch with support to ask whether it is supported.

As any number of Form Submission steps can be added to a workflow it means that multiple payments can be received and associated to a single entry.

The Step Settings

The step settings contain settings which are common to other interactive steps such as the User Input and Approval steps as well as settings that are specific to the Form Submission Step.

Standard Settings

Step Type: Select the "Form Submission" step type in the Step Type setting and then set the conditional logic and schedule if needed.

Assign to: Assign the step to one or more assignees or define conditional routing.

Instructions: Add instructions to be added to the page above the list of field values.

Display Fields: Select the fields that should appear while the step is pending submissions.

Emails: Send an email to the assignee with the {workflow_form_submission_link} merge tag.

Expiration: Set an expiration for this step if needed.

Form Submission Step-Specific Settings

Form: The step will wait for a submission from the form selected in this setting.

Submission Page: Select the page where the form is embedded. This page will be used to generate the links to the page.

Field Mappings: This setting defines the default values for the target form. You can map simple fields such as the Single Line Text field and email fields, complex fields such as Name and Address fields and you can specify custom values. Custom values support Gravity Forms field merge tags.

Merge Tags

The {workflow_form_submission_link} and {workflow_form_submission_url} merge tags are available for the assignee email.

You can specify custom text for the {workflow_form_submission_link} like this: 

{workflow_form_submission_link: text="Open the payment form"}

Updating the original entry

If you'd need to update the original entry with the values from fields in the form submissions then you can add an Update Entry step to the target form. You'll need to make sure that the field mappings in the form submission step include the entry ID of the original entry so you can select it in "Entry ID field" setting of the Update Entry step. This can make a great alternative to the User Input step for forms with a lot of conditional logic or forms with custom or third-party which might be causing issues.

Integration with the Parent-Child Forms Extension

If you'd like to access the entries submitted in the Form Submission step easily from the source entry then you can use the Parent-Child Forms Extension.

One of the security features of the Form Submission step is the security token which prevents tampering with the source entry ID. This makes the Form Submission step very useful for the Parent-Child Forms Extension in situations where the parent entry ID sent to the child form needs to be secured.

Other considerations

The Form Submission step only listens for submissions from forms from pages with URLs that contain the security token. If the form is submitted without the security token then the Form Submission step will ignore it.

The Form Submission Step only listens for submissions of forms on the same site. If you need to listen for form submissions on different sites, please get in touch with support and add your vote for the feature.

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