How to Use Form Fields

Form fields are a fantastic way to collect or store important data in your workflow runs such as files and documents, names, email addresses, notes, and URLs.

When someone enters data into form fields in your workflow runs, all that data is stored so that you can refer back to it at any time. It doesn’t matter whether a new hire enters their personal information into your onboarding workflow run, or a new client gives you a brief for a project you’re working on together, or a freelance writer gives you suggestions for their latest blog post. It’s all there in your workflow run.

Form fields also allow you to pass and receive data from one part of your workflow run to another, as well as from one app to another when you use workflow run links or automations. This is possible when you use form fields as variables.

For example:

  • You convert a lead to a customer in your CRM, this action triggers an automation that runs a workflow in Process Street. The form field variables in your workflow run are matched with data in your CRM so that this information is automatically filled out in your workflow run when it’s created
  • You want a manager in your team to see a synopsis of all the important data in your workflow runs, but you don’t want them to have to search for it in separate tasks. Variables allow you to create a summary of all this data in one place
  • At the end of one workflow run, you click on a workflow run link that kicks off another workflow run. Some of the form fields in the first run are used to fill out the name and form fields in the new workflow run. This means you don’t need to manually copy over that data, as the run link creates it for you, automatically

Users: In order to add or edit form fields in workflows, you must be an Administrator or a Full Member who has been given ‘edit’ access by your Administrator.

Forms introduction video

Getting started with Form Fields

Start in your library and select the workflow you wish to edit. Click the three dots next to your workflow’s name, and then select “Edit” in the right-hand menu.

Select the task you wish to add form fields into, then look for the form field/s you’d like to use from the right side of your screen.

Drag and drop the required form fields into place in the center of your screen. Give your form fields a name and save changes to your workflow when finished, as shown above.

Pro tip: Collapse the “content” section on the right side of your screen, to make form fields more visible (the gif above shows you how to do this).

A longer forms example

How we built the process above

Want more information about how to automate your workflow runs? Check out our e-book on how to use Zapier to automate tasks.

Different form fields explained

Form fields available are:

  • Short text field
  • Long text field
  • Email field
  • Website field
  • File upload field
  • Date field
  • Dropdown field
  • Multi-choice field
  • Members field
  • Snippet field
  • Hidden field

When you add a form field, you must give it a name or a label. This allows you to identify different forms when using them as variables, in run links, in Automations and in Conditional Logic rules.

Pro tip: Don’t name all your form fields (variables) in a similar way, for example, don’t use ‘Meeting date’ for all date fields that you add. Instead, try naming form fields in a specific way, for example: ‘Sales Meeting date’ or ‘Project Meeting date’. For names use ‘Client first name’ and ‘Client last name’. This will allow you to identify the correct one you want to use when searching for them.

Short text field

The short text field is best suited for recording aspects such as employee or company names – any data which is guaranteed to be no more than a couple of words. The character count in short text fields is 254 characters.

This form field can be used as a variable, in workflow run links, in Automations and in Conditional Logic.

Long text field

The long text field is best utilized for extra details or any information which is likely to go beyond 3 to 4 words. For example, you could record additional inspection or meeting notes, a support conversation, or an address. Using long text fields allows you to use more character or word count than a short text field.

This form field can be used as a variable, in workflow run links, in Automations and in Conditional Logic.

Email field

Email fields do exactly what they say on the tin; they store email addresses. Using these instead of the standard single-line fields will allow you to quickly differentiate between email addresses and other information, as the symbol is unmistakable. It will also allow you to use that email address in a Role Assignment.

Storing email addresses in these fields also makes it easier to integrate your workflow run with another app to send emails automatically. The information is separate and so easier to locate.

This form field can be used as a variable, in workflow run links, in Automations and in Conditional Logic.

Website field

Website fields are specifically designed for storing URLs. Much like email address form fields, it is easier to distinguish them from single-line field data, but also to make integrations a cinch.

This form field can be used as a variable, in workflow run links, in Automations and in Conditional Logic.

File upload field

The file upload field allows the user working on a workflow run to upload any important file of their choice into it. For example, if an important document needs to be signed, a copy of the signed version can be scanned and then uploaded to your workflow run for safekeeping. See file upload limits.

This form field can be used as a variable, but not in Conditional Logic or workflow run links.

Date field

Date fields are perfect for just that – dates. Whether you’re recording the date that workflow run was started, a due date for a particular task, the time of a support conversation, or even the start and end of an upcoming holiday, any and all important dates (and times) can be set in stone.

This form field can be used as a variable, in Automations and in Conditional Logic, however, you cannot use it in workflow run links.

Date fields can be used in Conditional Logic and can be used to set Dynamic Due Dates. If you have a workflow run with a date form field in it, you are able to select a date (adding a time is optional).

For any automations or dynamic due dates where you haven’t set a time, the default time will always be 8 am PT.

Note: To strip out the time from a date field in automations or to alter the date/time formatting, you can use Zapier formatter. Learn more about managing time zones in Process Street.

Dropdowns are a fantastic way to add choices into your workflow runs. They allow users to select a single option from a dropdown list that you have predetermined.

For example, a potential drop-down could be “Project Status”, and the options could be “Incomplete”, “Awaiting Review” and “Complete”.

This form field can be used as a variable, in workflow run links, in Automations and in Conditional Logic.

Pro tip: Use the backspace key to delete dropdown fields you don’t need, or hit the enter key to add more fields into your dropdown.

Multi-choice field

The multi-choice field is similar to the dropdown field, except that multiple options can be chosen at once instead of only one.

For example, you could have multiple options that you can include in a package for a client. Package A, B, C, D, E, and F. With the multi-choice field you can select all of the relevant options that the client may want, so you could select all or some of the choices.

This form field can be used as a variable, in Automations and in Conditional Logic, however, you cannot use it in workflow run links.

Pro tip: Use the backspace key to delete extra fields you don’t need, or hit the enter key to add more fields.

Members field

The member’s field displays a list of users from your Process Street account. You can also limit the list to only display users in a certain group.

This is a useful field when you are organizing work. For example, in an employee review, you might want an employee to choose their manager from a group of managers. Or for New Client Onboarding, you could specify who the client’s Account Manager is.

This form field can be used as a variable and in Automations, but not in Conditional Logic or workflow run links.

Snippet field

A snippet field can only be seen when editing a workflow and is used for passing text or variable data (or both) into Process Street’s automations. This field can only be used with Process Automations.

Give your snippet a name or label, so that you can identify it easily when setting up automations. Next, start typing your text and use the magic wand icon to add any variable data fields into your message that you need.

For example, you can create a custom message in a workflow, which you use to send out, via an automation, to your team’s Slack channel. Learn more about how to create automations for Slack and other apps.

You can also use a snippet field without variables, to pass data into another app via an integration, for example, a picklist in Salesforce.

Hidden field

A hidden field can only be seen when editing a workflow and can be filled in by populating the field with data using integrations. This field is best suited for recording vital information which will never change and is unique.

For example, an email could change, so it’s best stored in an email field. However, a customer ID from your CRM will never change; this, along with any other kind of ID, is the main use for hidden fields.

This form field can only be used as a variable or in Automations and Integrations.

Type your label in so that you can identify the correct field when using it as a variable or in integrations.


 

Required fields

You can set form fields to be required fields so that when someone is filling out your workflow run, they can’t complete that task (or the run overall) before they have filled out the required data.

To make a field required, edit your workflow and check the “Required” checkbox underneath the fields you’d like to make mandatory.


 

Form fields as variables

The information in form fields can also be pushed into other text or email widgets in your workflow run, or even into other apps using integration links, automations or workflow run links.

For example, you could set up an email address form field to capture an employee’s email address. Then, when the form field is filled out, that information can be pushed into a text or email widget without having to manually copy and paste.

Learn how to add content into your workflows with these content widgets:


 

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