In this article, we’ll go through a few use cases for customizing forms in Workflow Designer.
- Creating Custom Questions
- Field Usage Pane
- Creating a Section of Questions with a Header
- Managing Signature Form Fields
Creating Custom Questions
In many cases, you may want to collect information in a workflow launch form that isn’t necessarily tagged in the document. You can use the answers to these questions to build conditions and optionally export them with the contract record.
Add a new question to the form using the “Add question to form” button at the bottom of the form and select a question type.
See more information about the different types of questions here.
- By default, the new question will always be displayed. You can set it to display conditionally by selecting a condition from the “Display question” selector
- Select a backing field by clicking the “Select Field” toggle. Start typing to either search for an existing field, or create a new one. This is the name that the data will be shown as under the metadata panel on an in-progress workflow.
- On an in-progress workflow, the data on the right side-panel will look like this:
- If you would like to edit the record searchability or the title of the new field, local the field in the right-hand attributes pane, and click the pencil icon to edit. Learn more about record searchability here.
Field Usage Pane
Click the 3 dots next to a field type > Edit > toggle to usages to view everywhere that particular field is being utilized in your Workflow Design:
Creating a Section of Questions with a Header
Often it makes sense to group a set of questions together. Use sections to group related questions together when your form has many questions to make it easier for end-users to read.
You can also use sections to create groups of questions that all appear based on a single condition.
- Below the form, click the “Add Section to..” button.
- Name your section. This text will show up as the section header on the form. Optionally, you can also add some help text to describe the contents of the section.
- You can move questions into the section by using the “Move question into..” menu on a question.
- You can also add new questions directly to the section by using the “Add Question to Section” button.
- Now, when a user fills out the launch form, these questions will show up in their own section with a header.
Managing Signature Form Fields
When configuring signers you may see some questions added to your launch form automatically.
When you add a new external signer, Workflow Designer automatically creates the name and email form questions. These are used to configure the signature request for that signer.
Workflow Designer external signer form questions
In the published workflow, the questions look like this:
Workflow launch form questions
You do have the option to remove the "Signer Name" question. If you do so, Workflow Designer will use the Counterparty Name for the signer name.
Workflow Designer warning for missing counterparty signer name
For internal signers, you may see form questions depending on who you set as assignable for the role.
If there are no users or groups assignable, Workflow Designer creates a user dropdown question with all of the users and groups in your company.
Workflow Designer signer configuration with no users or groups assignable
Workflow Designer user dropdown form question
In the published workflow, the question looks like this:
Workflow launch form user dropdown
If there is more than one user or group assignable, Workflow Designer creates a routing question which is a type of multiple-choice question. Here, each option corresponds to a user or group. You may edit the labels for each option.
Workflow Designer signer configuration with multiple users/groups assignable
Workflow Designer signature routing form question
In the published workflow, the end-user only sees the configured labels for each option:
Workflow launch form signature routing question