Workflows are incredibly powerful tools that allow you to automate what happens after a form has been completed. Check out the video for below to get up and running in no time:
The .gif below illustrates how you can set up a workflow that will email the user if the form is completed at a specific event.
The .gif below shows how you can create a workflow that will assign a response to one of your system users if a specific option in the form is selected (e.g. assigning an international student to your international admissions team). This workflow also assigns specific labels to both contact and the response.
You can create as many workflows as you want, and each workflow can have multiple conditions and actions. You can also choose if you want your actions to executed when 'all' or 'any' of the conditions are respected. The graphic below illustrates a workflow with multiple conditions and actions.
Using Workflows to prepopulate fields
Gecko also allows for the option to create a workflow that populates a contact or a response field based on certain conditions within the form (e.g. if Nationality equals Germany, then populate the Region contact field as EU).Note: Workflows can have 'no condition', making them run on every response.To set this up:
- Create the contact or form field (if it has not been created already).
- Go into the form's Workflows section.
- Add a new Workflow.
- (Optional) Add a condition to your workflow.
- Select Add Action.
- Pick the type as Update contact field contents or Update response field contents.
- Select the Field you would like to populate.
- Fill in the Value.
- Select Update and Save the form.
Parent + Hidden Child fields prepopulationYou are able to create a regular parent-child field setup that will cause the person filling out the form to select the child option, without seeing it or selecting it. The way this is achieved is by giving each Parent field a single Child field as an option and setting the Child field to be hidden. This results in anyone selecting an option from the Parent field to also submit the information held in the child field. A typical use case for this is when internal information needs to be associated with a particular drop-down choice. For example, if the parent field contains the information Germany and it has a single child field that contains the information EU, the person that picks Germany, will also have the information: EU associated with it.
To set this up:
- Create a Field Option list with each parent field containing only one child field.
- Add 2 Dropdown fields in your form(or more if your list contains more than 1 level of child fields).
- Select the Parent field and go to the Options tab.
- Select the Option to equal the newly created Field Option list and Update.
- Select the Child field and set the Hidden toggle to ON.
- Go to the Option tab of the child field and pick the Parent Field to equal the intended parent field.
- Update and Save the form.
Any questions? Feel free to start a live chat with a member of our support team or explore the rest of our academy at your leisure.