Form Submission + Update An Entry gravity flow form connector

Summary

The video script discusses the enhanced capabilities of form submission steps in creating seamless user experiences across multiple forms. It showcases a demo site example where data flows from one form to another, maintaining continuity. Advanced scenarios, like job applications, are explored, demonstrating how data is copied and mapped across forms for a cohesive workflow. The script also covers security measures, conditional logic, and the importance of field mapping to update parent forms with sub-form data, providing a comprehensive guide for setting up efficient form workflows.

Takeaways

• 🔗 The form submission step has been enhanced to create a seamless user experience across multiple forms.
• 📝 Demonstrated on a demo site, the process starts with a straightforward example of data transfer from one form to another.
• 🔐 Security is ensured by using a workflow hash that restricts access to the page to only those with the correct email-based account.
• 🔄 Advanced examples involve triggering multiple form submissions, such as for job applications or volunteer services.
• 📑 Conditional logic is used to determine which form submissions should occur based on user selections.
• 🔄 Field mapping is crucial for linking data from the initial form to subsequent forms, such as mapping the entry ID, name, and email.
• 🔄 The form connector step updates the main form with data from the secondary form, maintaining the connection between forms.
• 📋 Workflows can be separate for each form, allowing for user input, approval processes, and data mapping back to the parent form.
• 🔗 The workflow form submission link is used to generate unique links for assigned users based on specific steps in the form submission process.
• 📝 Conditional shortcodes are used to display content only when certain conditions are met, such as the selection of specific services.
• ⏳ Once a form submission step is completed, the link for that step becomes invalid, ensuring that users can only access relevant forms at the correct times in the workflow.

Q & A

What is the purpose of the new settings in the form submission step?

The new settings in the form submission step are designed to enhance the user experience by creating a perception of a continuous flow, even when the setup involves multiple forms.

How does the form submission step ensure security for the pages?

The form submission step secures the pages by using a workflow hash, ensuring that only the email-based account holder can access the page.

What is the role of the entry ID in the form submission process?

The entry ID is used to identify the parent entry and to associate the data between different forms in the submission process.

How does the system handle multiple forms in a single workflow?

The system handles multiple forms by using conditional logic and field mapping to copy data from one form to another and to update the main form with data from sub-forms.

What is the significance of field mapping in the form submission workflow?

Field mapping is crucial as it allows the system to transfer specific data, such as entry IDs, names, and emails, between forms, ensuring continuity and data integrity.

How does the system ensure that the correct link is generated for the assigned user?

The system ensures the correct link is generated by using a combination of the assigned user ID, field number, and step ID of the form submission step during the merge tag processing in the confirmation.

What is the function of the conditional short code in the form submission?

The conditional short code is used to display content only if a specific condition is met, such as verifying that a certain field contains a specific value.

How does the system manage separate workflows for different forms?

The system manages separate workflows by spawning individual workflows for each form, allowing for user input, approval, and data mapping specific to each form.

What is the importance of updating the main form with data from sub-forms?

Updating the main form with data from sub-forms is important for maintaining a comprehensive record of the user's input and for continuing the workflow with relevant summary data.

How does the system handle the scenario where a user tries to access an outdated link?

The system handles outdated links by displaying a message indicating that the link is no longer valid because the workflow has moved past the particular form submission step.

What is the purpose of the approval step in the sub-form workflow?

The approval step in the sub-form workflow serves to validate the user's input and to ensure that the data is correctly mapped back to the parent form before completing the overall workflow.

Outlines

00:00

📝 Advanced Form Submission Workflow

The script describes an enhanced form submission process that creates a seamless user experience across multiple forms. The demo site showcases how data is transferred from one form to another, maintaining continuity. The process includes setting up a secure workflow hash to ensure that only authorized users can view specific pages. It also details how to map fields from one form to another, such as copying over name and email information, and using conditional logic to determine which form should be displayed next. The script explains how to update the main form with data from a secondary form, creating a linked workflow that allows for complex data management across forms.

05:01

🔄 Subform Data Mapping and Approval Workflow

This section discusses the process of mapping data from a subform back to a parent form, using an interview setup as an analogy. It explains how additional data can be mapped after user input and approval processes are completed. The script highlights the importance of the workflow form submission link and how it is generated based on specific parameters like user ID, field number, and step ID. It also covers the use of conditional shortcodes to display content based on certain conditions being met, such as the presence of a specific value in a field. The script further explains how notifications and links are generated and managed within the workflow, ensuring that users can only access valid and relevant forms at each step of the process.

Keywords

💡Form Submission Step

The 'Form Submission Step' refers to a stage in a web form workflow where data is sent to a server for processing. In the video, it's discussed as a powerful feature for managing confirmations and creating a seamless user experience across multiple forms. It's used to copy data from one form to another, as seen in the demo site example where data is transferred upon firing the form submission step.

💡Confirmations

In the context of the video, 'Confirmations' are messages or pages that acknowledge the successful submission of a form. They're part of the user experience strategy to make interactions feel continuous and seamless, even when the process involves multiple forms or steps.

💡Workflow Hash

A 'Workflow Hash' is a unique identifier used to secure a particular page or process within a workflow. The script mentions it in relation to securing a page so that only an email-based account can view it, ensuring that the confirmation process is both personalized and secure.

💡Field Mapping

Field Mapping is the process of linking data fields from one form to another. The video explains how it's used to transfer information such as entry IDs, names, and emails from a parent form to a child form, which is crucial for maintaining data continuity across multiple form submissions.

💡Entry ID

An 'Entry ID' is a unique identifier for a form entry. In the script, it's used to track and link data across different forms within a workflow, allowing for the association of qualifications or other form data back to the original application.

💡Conditional Logic

Conditional Logic is a programming concept where the application responds differently based on whether certain conditions are met. The video uses an example of conditional logic to determine whether a form submission for fire qualifications should occur based on a selection made in a previous form.

💡Merge Tag

A 'Merge Tag' is a placeholder in a form or email template that gets replaced with actual data when the form is submitted. The video describes how merge tags are used in confirmation messages to generate unique links for assigned users based on their entry ID and the step in the form submission process.

💡User Input

User Input refers to the information provided by the user as they interact with a form. The video discusses how user input can trigger different workflows and form submissions, such as selecting different services in a job application, which then determines the subsequent forms the user sees.

💡Approval Step

An 'Approval Step' is a stage in a workflow where a form or request must be reviewed and approved by an administrator or another user with the appropriate permissions. The video mentions an approval step in the workflow of a sub-form, which completes its process and updates the main form with relevant data.

💡Sub-form

A 'Sub-form' is a secondary form that is triggered based on user input or certain conditions within a main form. The video describes how sub-forms can be used to collect additional data, such as qualifications or preferences, and how this data can be mapped back to the main form to continue the workflow.

💡Unique Link

A 'Unique Link' is a URL that is generated specifically for a particular user or step in a process. The video explains how unique links are generated using merge tags and conditional logic to ensure that users are directed to the correct form at the right time in the workflow.

Highlights

Introduction to new settings in form submission for enhanced user experience.

Explanation of how the new settings allow for a seamless flow between multiple forms.

Demonstration of a straightforward example on the demo site.

Description of how data is copied from one form to another upon submission.

Details on securing pages with workflow hashes for email-based account visibility.

Options for modifying the second form and sending data copies.

The user's perception of a single, continuous process despite multiple forms.

Advanced sample using the same features for job applications or volunteer services.

Directing users to a second form with different questions based on selections.

Copying over name and email information while allowing for additional qualifications input.

Use of conditional logic to confirm form submissions based on user selections.

Field mapping from parent form entry ID to child form for关联 tracking.

Workflow update using form connector steps to link data between forms.

Description of how user input from sub-forms can be mapped back to the parent form.

Setting up separate workflows for each form submission step.

Use case analogy of setting up interviews and capturing relevant data.

Explanation of how to pass data from sub-form back to the parent form upon workflow completion.

Technical reviews or proposal processes as examples of spawning off sub-forms.

Details on setting up initial confirmation with workflow form submission links.

Conditional shortcode usage for displaying content based on form field values.

Notifications on individual steps using generated links for form submissions.

Workflow step dependency for link validity in form submissions.

Transcripts

the form submission step has recently added some new settings that make it very powerful for working with confirmations and letting your end users have the perception that it's all one continuous flow, even though you may be setting it up between multiple forms.

So you set up an example on the demo site that will walk through first and then I'll show you a little bit more advanced version using the same features and how on the back end that is set up so you can set that up for your own environment.

So in the case of our demo, it's a relatively straightforward example and when the form submission step fires, it's copying the data from there into our second form.

Now you can see on the link that we have here the entry as we go to it not only identifies what the parent entry I.

D.

Is for the remission submission but it also has the workflow hash to secure this particular page so that only the email based account uh is able to see that.

And then we have additional options that we can modify in this uh second form and that would also send us copies of that data in that scenario.

So that lets the user see that.

It's a very straightforward process.

They don't necessarily know which form they're working through other than what we've got in terms of the form titles but we want to look at a little bit more of an advanced sample.

So in this case it's actually going to be triggering a couple of different forms submission steps and the idea that it's modeled off of is a maybe a job application or a volunteer services department so they could select different services in this case.

And like the first demo uh that we have the option to take them directly to a second form.

And that form is very different in terms of what we're asking.

So we're still copying over the name and email information but we also then have in this case modeled on a some sort of an event um that they can list their qualifications.

I'll show you as we go sort of moving back and forth between two environments here.

So we have their initial entry that has been submit on the application and when I go and look at that, we see the initial data that they had submit as well as we have a field for the entry I.

D.

So two things are happening here on the initial application form.

We have the qualifications form submission.

And in it we've used conditional logic to confirm that if they've selected that they're uh they have fire capabilities.

That that's where we want this form submission to occur.

We've assigned it to the email field and we've gone through and said which field should be displayed.

But the most important part is what field mapping is occur.

So we've taken the entry I.

D.

Of the parent initial form and put that into a primary application I.

D.

Field, which is just a text field on the qualifications form along with mapping the name and email.

So what this allows us to do is um on the qualifications form.

When we look at its workflow, the first step that we have is a another one of the form connector steps to update an entry.

And what this does is it updates the as I've called it main fields here, but the association is that it's going back to the prime using that primary application I.

D.

And storing the entry of this um second qualifications form back into the main form in fire entry.

So that if I go and look at that again on the application, we know the entry ID that corresponds to their qualifications form.

And when I go to the qualifications for um I also have this primary entry I.

D.

That associates to the initial entry.

So as the user then goes through um completing their forms, we also can have separate workflows that are now spawned for those.

So in this case um I've set everything up as if it's a single administrator but you can see that the uh qualifications form has its own workflow and just that and that update main field step is the first that we were looking in it.

So they now have an option of user input and approval and at the end of that process there's additional data that gets mapped from this qualifications form back to the parent entry.

So the analogy might be in this case that you're setting up an interview and we've set this example so that you could save and continue to repeat based on when they're completing that interview perhaps.

But the main analogy in this that's important is there's something that you want to take from this sub form and pass that back up to the parent form.

So when the workflow for the sub form goes through, we also added an approval step and completes its overall workflow.

When we then come back to the entry on the main form, not only do we still have the fire entreaty, but also that qualification has come back.

So if you have technical reviews or um maybe it's a um job proposal or a campaign grant writing process, there's you can spawn off the different sub forms and then have the relevant summary data.

Get pulled back up into the main one for its workflow to continue processing in terms of how this is set up when we go and look at the initial confirmation.

We have two things that are in place here.

The first one and most important to understand is it's using the workflow form submission link, but we're also being prescriptive in saying which assigned me should that link be generated based upon and what steps should it be based upon.

And though the assign e field, our documentation has a couple different uh items and it maps very closely to what you would be used to with the step aside any field you can either say that it's based on a um an individual user I.

D.

And so it would be a user I.

D.

Pipe and the user I.

D.

Number.

It could be a user field, in which case you're specifying the field number or it could be an assign E.

Field, in which case you're also specifying the field number and along with that you're specifying this step I.

D.

Of the form submission step and that the combination of values allows the when the merge tag is processed during the confirmation it generates the unique link for that assigned me for that step.

And that's how you saw that converting out the gravity forms short code.

They also have what they call a conditional short code where you can look and identify to only display what occurs inside that conditional short code if the condition is met.

So in this case ask and verifying that the volunteer services field contains the value of fire ensures that we would want to.

That's the scenario in which we want to give them the link to going complete that qualifications form underneath.

In addition to that happening by the confirmation screen, the notifications on the individual steps can also use that.

So I've got a secondary um qualification form in this case food services where the link is generated for it and if I copy that into another window because the form submission step for in this case the fire qualifications has been completed, this link is now relevant or will resolve properly and what I mean by that is in our workflow, we have the two steps.

The merge tag will try and generate a link based on whichever step you provide in those additional parameters, but whatever the user goes to click on it, the step, the workflow has to be on that step in order for the link to work.

So as you can see now, it's got the one entry in the food services form.

But if I go to the proper window and submit that when I come back to this food services, uh email which was the original one I had received and I try to action it at that point, I'm going to get a message that indicates it's not possible because the workflow has already moved past that particular form submission step and it's saying that the link is no longer valid.