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Formstack + Process Street Integration

Updated September 14, 2021

At Process Street, we recognize the importance of being able to integrate our platform with the other tools you use within your company.

Improving your workflows increases your output and your productivity. Automating them maximizes those aims.

In this article, we look at the document automation tool Formstack which provides a clean and simplified way to capture data and streamline your process.

Use case:

  • A small company wants to use a Process Street workflow to hire a new member of staff
  • The company wants to automatically generate a contract from the details entered into the workflow run

Plan: This integration is available to customers on all plans.

Users: In order to create an API key for integrations, you must be an Administrator.

Process overview:

  • The candidate’s information will be gathered in a Formstack form during the hiring process
  • This activates a workflow run in Process Street and pulls the candidate’s data into the workflow run
  • The person responsible for hiring the candidate will mark a task as completed in Process Street if the candidate is successful
  • The candidate’s information from the workflow run will be transported into a contract in DocuSign ready for signature

Let’s look at how you can do this.

How to send information from Formstack to Process Street

We use the third-party automation service Zapier to connect our platform with different web apps. Within Zapier’s community, there are over 2,000 different web apps and services you can connect to. These connections are referred to as zaps.

Generally, you will only need to set up the zap one time. This gives you the time to focus on the important things rather than repetitive tasks.

Zapier is structured so that you pick a trigger and then an action. In this integration, when a candidate submits a job hiring form, this is going to trigger the zap. The zap will then take the specified data and pass that into Process Street where it will populate fields in a workflow run.

Advanced features in this integration

This integration uses the workflow: HR Interview Process With Questions. This process was designed as part of our project on how to conduct an interview process efficiently.

Within this system, the candidate was sent a job application form via Formstack. When the candidate completes the form their application is submitted and the HR Interview Process With Questions workflow run will be created.

All of the candidate’s information from the application is then stored in the HR Interview Process in hidden fields. Using our variables feature, we can display that information in text fields throughout the workflow run where needed.

For this integration with Formstack, we are going to take the information already stored in the hidden fields and move it to DocuSign once the hiring manager decides to hire the candidate. This is done via a direct integration from Process Street to DocuSign.

This results in a system whereby the candidate enters their own information during the application and those details are automatically moved through every step to generate a contract for them to sign. Barely any manual data entry is needed.

If you don’t want to use this system, you can edit the HR Interview Process workflow to remove the hidden fields and include candidate questions about their personal details instead.

For this integration article, we suggest adding a first name field, a last name field, an email field, and a date field to the first task in your workflow. Learn more about form fields.

The following workflows have also been designed to be used in this system:

HR Interview Process workflow:

We will connect this workflow with an edited version of the Formstack template “Job Application Form” to demonstrate how the integration can be made.

Now you can log in to your Zapier account and start building your integration.

Set up your zap

Click “Create zap” at the top of your screen.

Select Formstack as your trigger app and “New submission” as the trigger event.

Click “Continue“.

Select your Formstack account or connect a new one

If you have built Formstack zaps before, you should already have your existing account on this screen. If this is your first time, click “Login to Formstack” and follow the instructions to authorize the connection.

Select the form you want to use in your trigger

Here you should select the form that you’re watching for submissions from. In this case, it’s the Job Application Form.

Click “Continue” but before you go to test your trigger, you’ll need to submit a form so that you have sample data to pull into your zap.

Once you’ve done that you can test your trigger.

Click “Continue“.

Set up your action step

Select Process Street as your action app and “Run Workflow” as the action event.

Click “Continue” and connect your Process Street account. If it’s the first time you’re connecting Process Street to Zapier, you’ll need an API that admins can access via the Integrations tab.

Give your workflow run a name and then proceed to map all the data from Formstack into the hidden fields, such as “role applying for”, “first name” and “last name”.

When you’ve mapped all the fields, click “Continue” followed by “Test & Continue” then check to see the information has been pulled across into your test workflow run.

Check that your hiring process has a task called “Send contract to candidate” and if not add one. This will be used to trigger the DocuSign contract to be sent direct to the candidate.

Head to your workflow automations tab

Go to view your workflow and click the Automations tab, shown below.

From the left panel, select “When a task is checked then..” and select the task that you’ll use as the trigger for the automation to run.

Select “DocuSign” and then “create or send a signature request“.

Map fields from Process Street to DocuSign

When the pop-up window appears you’ll be asked to connect your DocuSign account and select the template in DocuSign that you will use to send to the candidate.

For more information on setting up templates in DocuSign for integrations such as this, take a look at this help article.

Once you’ve done setting up the automation, turn it on and then turn on your zap in Zapier.

Congratulations, you’ve automated your hiring!

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