A use-case for demonstrating usage of form connector and webhooks

Objective: To illustrate a use-case that could be used to demonstrate the use of a form connector and incoming and outgoing webhooks. We will create an overall workflow that accomplishes the following.

It will contain three forms; 6399-A, 6399-B and 6399-C. Once an entry is created in form 6399-A, the same entry is created in form 6399-B and form 6399-C which then triggers the workflows in those forms.

Forms 6399-B and 6399-C then update entries in 6399-A and also send outgoing webhooks to 6399-A.

Once both webhooks are received, form 6399-A sends out notifications and the workflow completes.

Part I – Setting up Form 6399-A

  1. Create three gravity forms. If you need instructions for creating Gravity Forms please see – https://docs.gravityforms.com/creating-a-form/. For this illustration, we will name them as follows 6399-A, 6399-B, and 6399-C.
  2. Each form will have the following elements:
    1. 6399-A – Will contain three “Text Fields” – See screenshot.
    2. 6399-B  – Will contain two “Text Fields” – See screenshot.
    3. 6399-C – Will contain two “Text Fields” – See screenshot.
  3. Create the following steps for 6399-A ONLY.
    1. Create the Workflow Steps (New Entry Steps) for form 6399-A as follows.
      Learn how to create an entry step.
    2. Click “Settings”, then click “Workflow”.
    3. Click “Add New” button.
    4. Add the title. We used “create-new-entry-in-6399-B”, then click “New Entry”.
    5. Complete the lower portion of the page as follows:Note: All of these values should be present in the drop-down field.
    6. Click the “Update Step Settings” button.
    7. Duplicate this same Workflow Steps as follows:Note: All of these values should be present in the drop-down field. Don’t forget to click the “Update Step Settings” button.
  4. Next, we are going to set up the Workflow Steps (Incoming Webhook).
    1. Start by clicking “Add New” from the “Workflow” screen.
    2. Add a “Name”. We used “incoming from Form-B” and click “Incoming Webhook” option.
    3. Scroll down and add the “Application Name”. We used ” incoming from Form B”.Note: Both the “API Key” and “API Secret” fields are populated automatically.
    4. The other fields default values are fine. Click “Update Step Settings” button.
    5. These steps should be repeated for Workflow Step 6399-C as illustrated. The only differences are the text used.
    6. Add a “Name”. We used “incoming from Form C” and click “Incoming Webhook” option.
    7. Scroll down and add the “Application Name”. We used ” incoming from Form C”.
    8. Click the “Update Step Settings” button.
    9. Finally, we will add the “Notification” workflow.
      • Note: At this point in the process, your Workflow for form 6399-A should look like the this (If it does not, please review the previous steps and be sure that you did not miss anything).
    10. Again, we will click the “Add New” button.
    11. Add the name “Notification” and click the “Notification” option.
    12. Scroll down and tick the “Workflow Notification”, “Enable” option. We used “incoming from Form B”.
    13. Select the users or roles that should receive the notification when the workflow completes and add the message that they should receive.
    14. Click the “Update Step Settings” button.
    15. Finally, we will add the “Notification” workflow.
      • Note: At this point in the process, your Workflow Steps for form 6399-A should look like the this (If it does not, please review the previous steps and be sure that you did not miss anything).

Part II – Setting up Form 6399-B

  1. Click the “Add New” button.
  2. Add the name. We used “update-6399-B” and click the “User Input” option.
  3. Scroll down and select the users or roles that should act as assignees when the workflow reaches this step and select the editable fields as illustrated.
  4. Default settings remainder of the page can be used. No further edits are required. Click the “Update Step Settings” button.
  5. Return to Workflow Steps and click the “Add New” button.
  6. Add the name. We used “6399-B-updates-6399A” and click the “Update Entry” option.
  7. Scroll down and replicate the same values as shown:Note: All of these values should be present in the drop-down field.
  8. Click the “Update Step Settings” button.
  9. Finally, we will add the Outgoing Webhook. Return to Workflow Steps and click the “Add New” button.
  10. Add the name. We used “outgoing to form A from form B” and click the “Outgoing Webhook” option.
  11. Scroll down and completed the fields as illustrated.
    • Note: The Outgoing Webhook URL should be obtained following the steps outlined at Webhook.Note: At this point in the process, your Workflow for form 6399-B should look like the this (If it does not, please review the previous steps and be sure that you did not miss anything).

Part III – Setting up Form 6399-C

  1. Click the “Add New” button.
  2. Add the name. We used “update-6399-C” and click the “User Input” option.
  3. Scroll down and select the users or roles that should act as assignees when the workflow reaches this step and select the editable fields as illustrated.
  4. Default settings remainder of the page can be used. No further edits are required. Click the “Update Step Settings” button.
  5. Return to Workflow Steps and click the “Add New” button.
  6. Add the name. We used “6399-C-updates-6399A” and click the “Update Entry” option.
  7. Scroll down and replicate the same values as shown: Note: All of these values should be present in the drop-down field.
  8. Click the “Update Step Settings” button.
  9.  Return to Workflow Steps and click the “Add New” button.
  10. Add the name. We used “outgoing to form A from form C” and click the “Outgoing Webhook” option.
  11. Scroll down and completed the fields as illustrated.
    • Note: The Outgoing Webhook URL should be obtained following the steps outlined at Webhook. Note: At this point in the process, your Workflow for form 6399-B should look like the this (If it does not, please review the previous steps and be sure that you did not miss anything).

This completes the use case. You should now have a form that meets the outlined objective.