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Sections in this article:
Introduction
The most effective way to use Smart Forms is by embedding them in a workflow. This lets you capture data as part of a structured, automated process.
Note: See Configure Smart Forms for full steps on creating a Smart Form before you use it in a workflow.
Embed Smart Forms in a Workflow
To embed a Smart Form into a workflow:
- Click to edit the start phase of the workflow and click the Form section.
- Scroll to the bottom of the page and click Add Section.
- Select the record type from the Predefined dropdown list.
- Select the name of the Smart Form from the Custom Tab dropdown list. This automatically adds every group and field from your Smart Form into the workflow form.
- Alternatively, to only embed specific groups from your Smart Form, select the names from the Custom Data Group dropdown list.
After the Smart Form is added, you need to consider:
- the visibility of sections and fields in each phase of the workflow. See Manage Visibility for further details on configuring this.
- how the values will be saved to your records in the Vault via Create/Update actions. See Configure Workflow Actions for further details.
Use Smart Form Scores in Workflow Logic
Once embedded, a Smart Form's Red/Amber/Green (RAG) score can be used as a condition in a workflow. In each case, search for Score Summary under the condition builder to find the Smart Form fields embedded in the workflow.
- Transition rules: you can route cards differently depending on the score, for example, only transitioning a card to an approved stage if the score is Green. See Configure a Conditional Transition for step-by-step instructions.
- Custom form visibility: show, hide, or restrict editing of a form section based on the score, for example hiding the Smart Form section once the score is Green, since no further action is required. See Custom Visibility for more details.
- Approval conditions: vary who needs to approve depending on the score, for example requiring additional approvers for an Amber score compared to a Green score. See Workflow Phase Approvals for further information.
- Conditional ownership: assign a different card owner depending on the score, for example routing a Red-scored card to a different owner than an Amber or Green one. See Configure Conditional Owners for a walkthrough.
Note:
- Smart Form workflow conditions operate on the RAG thresholds configured for your Smart Form.
- Workflows can only use scores from the entire Smart Form, not the individual groups within it.
- Workflows use the in-progress score at each phase. When setting rules, consider whether the Smart Form data is fully or partially completed at that phase.
- Before using a Smart Form in workflow logic, you must first embed the Smart Form into the workflow.
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