Customize Form Fields in Workflow Designer

This topic will walk you through how to manage form fields in Workflow Designer. This includes how to copy and paste form fields, create optional questions, and set default values for your form fields.

When you add a new question to your form, you need to choose which type of question you want it to be. You can also copy and paste form fields, create optional questions, set default values for your form fields, create a custom question, find every place a field is used, and create a section of questions. If you want to learn more about the different types of form fields, check out Types of Form Fields.

Copy and Paste a Form Field

1. Click on the Workflow Designer tab and select the workflow configuration you want to modify. Click on the Create tab.
2. Click on the question you want to copy, and then click Copy question.
3. Click Add question to form and select Paste question. The question is pasted into your launch form.

Create an Optional Question

Counterparty Names, Signer Names, Counterparty Signer Email, and Paper Source form field question types are always required; this cannot be changed. If optional fields are used in a condition, the condition will not be triggered.

1. Click on the Workflow Designer tab and select the workflow configuration you want to modify. Click on the Create tab.
2. Click on the question you want to be optional, and then deselect Required. The question is now optional.

Set a Default Value for a Form Field Type

1. Click on the Workflow Designer tab and select the workflow configuration you want to modify. Click on the Create tab.
2. Click on the question you want to set a default value for, and depending on the question type, select or enter the response you want to be set as the default. You cannot set default values for Related Record or File Attachment form field types.

Create a Custom Question

If you want to collect information in a workflow launch form that isn’t tagged in your document, you can create a custom question. You can use the answers to these questions to build conditions and export them with the contract record.

1. Click on the Workflow Designer tab and select the workflow configuration you want to modify. Click on the Create tab.
2. Click Add question to form or Add question to section. If you want to learn more about the form field types in Workflow Designer, refer to Form Field Types in Workflow Designer.
3. Click Select Field and add a custom field tag. This field is not tagged anywhere in the document, and only the name is editable in the Fields and Conditions panel.
4. Customize the question with how you would like it to appear in your launch form.
5. If you want to edit the record's searchability, refer to Searchable Workflow Designer Properties.

Find All Usages of a Field

1. Click on the Workflow Designer tab and select the workflow configuration you want to modify.
2. In the Fields and Conditions panel, locate the field you want to find the uses for and click the three stacked dots next to it.
3. Click Edit Field.
4. Click the Usages tab. A list of all of the field’s usages in your workflow is displayed.

Reorder and Favorite Metadata

Reorder, favorite, and organize metadata into sections to make it easier to see on the launched or completed workflow. 

1. Click on the Workflow Designer tab and select the workflow configuration you want to modify.
2. In the Fields and Conditions panel, click the plus sign, and then click Reorder Metadata.
3. Drag and drop the fields to reorder them.
4. To create a new section, click Add Section. You can rename the section, and then drag and drop fields into it.
5. To favorite a field, click the star next to the field. This will highlight the field on the right side panel of the launched or completed workflow.
   
6. When you are finished reordering your metadata, click Back.

Create a Section of Questions

You can use sections to group related questions together. This makes your form easier for your users to read.

1. Click on the Workflow Designer tab and select the workflow configuration you want to modify. Click on the Create tab.
2. At the bottom of the form, click Add section to form. A new section is added to the form.
3. Name your section. This is the name that shows up at the top of your section on the launch form.
4. If you want to, add a section description to help your users understand what the section is for.
5. If you want to add a new question to your section, click Add question to section and customize your question.
6. If you want to move an existing question into the section, locate the question and click on it. Click Move question into... and select your new section from the drop-down.

Hide a Section of Questions