Workflow Action - Dispatch New Form

Overview

When creating a workflow in Global Workflow, one of your options from the list of actions is Create New Task (Dispatch New Form). This action allows you to use the data from one form submission to trigger the dispatch of another form. In other words, it automatically sends a Task/Dispatch.

For example, if you are filling out an inspection form and an item failed the inspection, you could use that data to automatically send a repair form to your maintenance team to handle the issue. Not only that, but you can have data from your inspection form auto-populate onto the repair form to save time and effort!

There are two ways to set this up:

1. As an individual form delivery action (via the Delivery button in the Form Builder)
2. Through Global Workflow

 

How to Set Up as an Individual Form Delivery Action

1. Open your form in the form builder and select the Delivery button at the top.
2. Drag the Dispatch New Form action onto the box that says Drag and Drop Actions Here.
3. Click on the action to edit the details, which will populate in the right-hand column.

• • At the very top you will see an option to only trigger this delivery based on an alert. For more information on how this works, check out our help article on Alerts - Conditional Alerts - Conditional Action.  
  • Select the form you want to dispatch with this action.

• • • Each action will only be able to dispatch one form, but you can always set up more Create New Task (Dispatch New Form) delivery actions if you want to send more than one.

Next, you will see the option to Add Mapping. This allows you to map values from the form you are submitting onto the form you are dispatching.

• • This way, you could automatically populate details from your main form onto the Task/Dispatch form.
  • For example, an inspection form that dispatches a repair form could include information like the customer's name, address, or condition notes, so the maintenance team has all of the details they need right within the form. 
  • Note: You can only map fields to the same type of field or to a Static Text field. For example, you could map an Option List to an Option List field or a Static Text field, but not to a Text field. Additionally, you cannot map any Photo, Video, or Audio fields from the first form onto the next. 

Once you have selected your form to dispatch and added your mapping, you can add the users it will be dispatched to.

1. • You can allow the user submitting the form to select who to send this to from a list of users, you can select a user group to generate the list of users, or you can select a field that will have the user's information in it. 
   • After that, you can fill out the Inbox Message the user will see in their mobile app, as well as the subject and bodyof the email the user will receive. 

 

 

How to Set Up Through Global Workflow:

1. In the Portal, go to Workflow > Global Workflow.
2. Create a New Workflow.
3. Under Perform these actions, select Create New Task (Dispatch New Form).
4. Name your action.
5. Under User, select the recipient of this task/dispatch form.
6. Under Task Form, select the form you want to create this new task with.
7. Once you are done configuring the information on this page, select +Add Mapping at the bottom if you want to map one or more fields from your submitted form to be populated onto your task/dispatch form.
8. Save your changes.

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