User Guides

Configuring Outgoing Webhook Steps with response mapping

Introduced in Gravity Flow v2.3, it is possible map the JSON values sent in the response to field values. This happens before the workflow moves on to the next step so you can define what happens next in the workflow depending on the response of an external API. For example, your webhook may request approval status from an external API, store the result in a field value and send a conditional notification based on the result.

How to setup your first workflow with Gravity Flow step-by-step

Objective: How to setup your first workflow with Gravity Flow step-by-step. In this guide we will setup a simple workflow that allows a person to submit a request for vacation that is then approved or rejected by a manager and if approved, HR will be able to add notes such as the number of remaining days that the submitter has left.

Configuring an Approval process

An Approval workflow step can be used to Approve/Reject/Revert and entry. First, create a form that should be used for the approval process.

Configuring a User Input Step

The User Input step allows for capturing inputs from a user after the form has been submitted. First, create a form to use for this Workflow.

How to design a workflow

With Gravity Flow you can implement complex workflows quickly without specific development tools or experience. Let’s review how Gravity Flow fits into your website and provide brief overview of some core terms you’ll be reading through the rest of the lessons.

Using the Workflow Step Screen

Now that we have all our fields on the form we can control what steps a form entry will follow after it is submitted and potentially how the fields of data are modified through that process.

Configuring User Registration steps to change the ‘created by’ field

Update: this snippet is no longer necessary as it's now built into Gravity Flow. When the Gravity Forms User Registration Add-On creates a new user account the entry's 'created by' field is left as the anonymous IP address.

How to bulk approve or reject entries from the inbox

It's possible to set up bulk 'Approve' and 'Reject' columns in the inbox. With bulk actions the assignee will be able to Approve/Reject/Revert an entry without having to open the entry details page.

Can I assign steps and send notifications to the form submitter?

Yes. The form submitter does have a WordPress user account If the submitter will have a WordPress user account then you can assign the step to the User (Created By) field.

How to restart or cancel a workflow

Gravity Forms Administrators can cancel the Workflow for an entry or restart the Step, or entire Workflow. On the Workflow detail page, administrators will see a box with the available admin tasks for the current entry.