The Workflow Fields
You can find the three Workflow Fields in the Form Editor toolbox:
When you add a Workflow Field to the form you can use it in the configuration of a Workflow step. For example, you can assign a step to the select user in the User Field. Or send an approval email to all the users in the role selected in the Role field.
The User Field
The User Field is a Drop Down field that displays a list of all the WordPress User account on your site. The User Field supports conditional logic so you can show or hide other fields based on the value selected in the User Field. It has the same options as a Drop Down Field.
The Role Field
The Role Field is a Drop Down field that displays a list of all the WordPress Roles on your site. The Role Field supports conditional logic so you can show or hide other fields based on the value selected in the Role Field. It has the same options as a Drop Down Field.
The Assignee Field
The Assignee Field is an advanced workflow field that can be added to a Gravity Form and can be used to allow users to choose between users, roles and other Assignee fields. The Assignee Field does not support conditional logic but it can be very useful in custom development where you may want to offer different types of assignees.
IMPORTANT: before using this field, check if you can use the User Field or Role Field which were added in version 1.1.2. The User and Role fields support conditional logic whereas the the Assignee Field supports multiple assignee types.
When you add it to the form it will look like a standard dropdown field but it will have all the WordPress Users and Roles in the list ready to be selected.
Configuring the field in a Workflow Step
After you've added the Workflow Field to the form you'll need to use it in the configuration of a Workflow Step. For example, assign an approval step to the user selected in the Assignee Field.
You can also select the Assignee Field for the destination of the approval and rejection emails.