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Workflow Trigger: Form Submitted

Discover how to automate actions seamlessly with the "Form Submitted" workflow trigger in Stack. This guide covers what the trigger does, its advantages, step-by-step setup instructions, and practical use cases. Plus, find answers to common questions to enhance your workflow efficiency.

Table of Contents​

What is the Form Submitted Workflow Trigger?​

The Form Submitted workflow trigger activates when a specific form is submitted, launching a series of automated actions. This trigger is instrumental in streamlining tasks like data collection, sending notifications, updating records, and creating follow-up tasks. It ensures prompt responses and efficient processing of form submissions, making it an essential tool for managing customer interactions and internal processes.

Key Benefits​

  • Improved Efficiency: Automates routine tasks triggered by form submissions, saving time and reducing manual effort.
  • Enhanced Communication: Sends automatic responses to customers and internal notifications to team members for follow-ups.
  • Data Accuracy: Integrates submitted form data directly into the CRM, ensuring accurate and up-to-date records.
  • Customizable Workflows: Allows users to set filters targeting specific forms or submission criteria for tailored actions.
  • Scalability: Supports multiple workflows, enabling businesses to handle high volumes of form submissions effortlessly.

Configuring the Trigger​

Follow these steps to set up the Form Submitted trigger in your workflows:

Access Workflow Settings​

Navigate to the workflow automation section. Create a new workflow from scratch or select an existing workflow where you want to implement the "Form Submitted" trigger.

Add a New Trigger​

  1. Click Add New Trigger and select Form Submitted from the dropdown menu.

Name Your Trigger​

Provide a descriptive name, such as "Customer Feedback Form Submitted."

Set Filters​

Refine workflow activation criteria by configuring filters:

  • Form Is: Specify the form that will activate the workflow. For example, select "Customer Feedback Form" from your list of forms.

Save the Trigger​

Click the save button to confirm your setup.

Test and Publish​

Test the workflow using sample data to ensure functionality. Once verified, enable the Publish toggle to activate the workflow.

Use Cases​

Customer Information Collection​

Scenario: Automate the process of collecting and managing customer information through an online form.

  • Trigger Setup:
    • Trigger: Form Submitted.
    • Filter: Form is "Customer Information Form."
  • Outcome: Submitted data is entered into the CRM, a notification is sent to the sales team, and a follow-up task is created.

Lead Qualification Workflow​

Scenario: Automatically qualify leads collected from a form submission.

  • Trigger Setup:
    • Trigger: Form Submitted.
    • Filter: Form is "Lead Capture Form."
  • Outcome: The workflow assigns a lead score, updates the CRM with lead details, and notifies the sales team for further action.

Event Registration Management​

Scenario: Automate communication for event registration via a form.

  • Trigger Setup:
    • Trigger: Form Submitted.
    • Filter: Form is "Event Registration Form."
  • Outcome: An email confirmation is sent to the registrant, and their details are added to the attendee list in the CRM.

Customer Feedback Collection​

Scenario: Analyze customer feedback collected through an online form.

  • Trigger Setup:
    • Trigger: Form Submitted.
    • Filter: Form is "Customer Feedback Form."
  • Outcome: The workflow sends a thank-you email to the customer and adds their responses to a feedback database for analysis.

Appointment Booking Notifications​

Scenario: Notify the relevant team about appointment bookings collected through a form.

  • Trigger Setup:
    • Trigger: Form Submitted.
    • Filter: Form is "Appointment Booking Form."
  • Outcome: The workflow notifies the scheduling team, updates the appointment calendar, and sends a confirmation email to the patient.

Frequently Asked Questions​

Q. Can this trigger handle multiple forms in a single workflow?
Yes, you can configure the workflow to activate for multiple forms by adding more filters or setting broader criteria.

Q. What happens if the form is submitted multiple times by the same user?
The trigger activates each time the form is submitted. Use conditions or cooldown periods in workflows to manage duplicate submissions effectively.

Q. Can I send different responses based on the form submitted?
Yes, you can customize workflow actions for each form by using filters to differentiate responses.

Q. How do I handle form submissions with incomplete data?
You can add conditions within the workflow to validate required fields and take specific actions, such as sending an alert or skipping incomplete submissions.

Q. Is this trigger compatible with external form tools?
The Form Submitted trigger works with forms created within your CRM. For external tools, you may need to use an integration or webhook to capture submissions.