Create a web form trigger

Key Concepts

• Adding a web form trigger to a Workflow
• Configuring headers and instructions
• Adding security to the web form trigger
• Limitations of the web form trigger (e.g. no action before the web trigger)
• Common validations

Autogenerated Transcript

Welcome back to Catalytic.

In previous videos, we walked through the Catalytic platform and built a process based off of our first core Workflow pattern of routing and approvals.

The next core Workflow pattern.

And the focus of the next couple of videos will be gathering data with web forms, then creating documents working with Catalytic tables for data manipulation, then API and integrations, the Workflow we’re going to be building based off of a purchase order process will be submitted information about a purchase by filling out a web form, then we’ll send that information to the correct person via email where they’ll be able to respond via web form as well.

So let’s go ahead and navigate to our Workflows tab, and we’ll create a new Workflow, and it will be a blank template.

Let’s go ahead and give our Workflow a name and a description.

So the name I’m just going to keep it as purchase order process nice and simple.

And for the description, going to go ahead and paste that.

Again, this will be a flow where we started via a web form trigger to fill out information for a purchase order.

And then that information gets sent via email to an approver.

So they can then respond via a web form as well.

Let’s go ahead and create our flow.

Similar to our last Workflow, we’re going to be creating form fields we can interact with this process and fill out information.

However, first, let’s set up our trigger.

A trigger is simply just an event that starts your Workflow.

You can manually start in instance from the process page or set up an automated trigger that will kick off your process.

Some examples are listing to an inbox and executing a Workflow when an email is received.

Kicking off a flow when a new opportunity is created in Salesforce, or what we’ll be focusing on when a webform is submitted.

Let’s go ahead and add our webform trigger into our flow.

Expand the triggers in field section if it isn’t already and click on Add a trigger.

This pop up shows all the triggers available within Catalytic to automate your process.

Go ahead and scroll down and we’re going to select Web Form.

Feel free to read the documentation for how the webform trigger works as well.

But all this information is also available on our help site, I’m just going to go ahead and click Add a trigger.

Okay, and now we just have to actually configure the trigger or the information for our trigger.

So I’m going to go ahead and give it its name.

And I’m just gonna keep this simple.

So we know exactly what process this is for.

And for the description, keep that simple as well.

I’m gonna go ahead and fill out the rest of the information for our form.

So I mean, go ahead and give it a title, something that’s easy to keep track of.

And we’ll add some instructions for our form as well.

And these instructions are just going to appear at the top of the form.

Next, we’re going to define our form URL.

So this is going to be unique for every web form trigger in your instance.

So let’s go ahead and name it something that is again, easy to keep track of.

And we’ll just call that purchase order process.

You’ll see that it appends it to the end of this URL here.

And go ahead and right click that and open it in a new tab.

That’s going to come in handy later when we start actually editing our web form.

So we can easily access it and see what those changes do.

I’m gonna keep the rest of the configuration options as is, but let’s just go ahead and talk through what they are.

If you want, you can send guest users a link to track the progress of their form after they submit it.

And then we have the ability to define redirect URLs based off of what happens after submitting our form.

So we could have won based off of a successful submission and error or specifically a 404 error after submitting that form.

And this is how you could for example, chain together multiple web forms in order to have processes kick off other processes, where you could do act to another web form to kick off another process on successful submission.

For example, you also have the ability to toggle whether or not you want to hide the header, disable the submit button.

And for those of you that are a bit more technical, you can also add some query parameters onto your web form link as well.

You can change the fav icon or the logo, as well as define who is actually able to submit this webform based off of that permissions.

I’m just gonna go ahead and hit Save.

And that will configure our webform trigger.

I’m gonna navigate over to that new tab I open, which is the URL for the actual form.

And because we created that trigger, all I have to do now is just actually refresh our page.

And we’ll see that our web form has been created.

Now this is on our demo instance.

So some of these logos might be different depending on what instance you’re on, or how you have actually configured it.

Let’s go back to our Workflow tab within Catalytic.

And now what we’re going to do is just add some form fields into our Workflow so that way we can actually add some fields to interact with, so that person who’s submitting can input the purchase order Imation I’m going to go through the part of creating these form fields fairly quickly.

But if you need a refresher on setting them up, feel free to refer back to video three.

The first form field I’m going to add is just going to be for the name of the submitter.

And this is just going to be short text.

So you can see what actually happens when we add a default value description and example, I’m actually going to fill these out for this first field.

So I’ll go ahead and put my name for the default value, the description, we’ll just say your name.

And then for an example, I’ll just put the name of our CEO Sean Chow.

I’m also going to say required for this field so that we can just see what happens on a webform when a field is required.

And I’m just going to hit Save.

And before adding the rest of our fields, let’s just hop over to that tab again real quick and refresh your web form.

So the form field that we added is now on our web form.

So let’s just go ahead and add the rest of our fields.

The next field I’m going to add is just going to be for the email of that submitter, and this one, I’ll toggle the required on as well.

Let’s go ahead and save that.

And now I’m going to add one for the mailing address, I’m gonna change this type to long text in cases any formatting that needs to be saved, and will add that field.

Now let’s just hop over to our webform again.

So I can show you guys what happens when you have those fields without the default value when it’s required.

You’ll notice that we have this required as a watermark at the end of that field.

So this form would not be able to be submitted without actually having that value be filled out.

Let’s hop back into Catalytic.

And now I’m just going to go through adding the rest of them very quickly.

The next field would just be for the item that we want to purchase.

I’m also going to add a field for quantity or the number of them that we’re going to purchase.

And for this, I’m going to make sure it’s an integer or a whole number.

And let’s save that.

Now we’re gonna add another for total cost of our purchase.

And we’re gonna change the type to a decimal.

So that way you could have any decimal places in case it’s not a whole number.

Let’s save that again.

And our very last field is going to be the date that we actually need our purchase by.

And for this, I’m going to choose date for our field.

And let’s go ahead and save it.

Now, so we can see what our webform actually looks like.

Since we’ve set it up and added these form fields.

Let’s just go back to that tab and refresh it.

And you can see that all of our form fields have been added.

And now our webform trigger is complete.

So we could send this link to anybody who has permissions to actually submit it and then get this process started.

webform triggers can be very useful to gather information.

However, there are some limitations, because the webform is the trigger to actually start the Workflow.

You can’t have actions run beforehand to for example, fetch data and feed it into a multiple choice field on the form.

It is possible though to have actions running before interacting with a form and we’ll see how that’s possible in our next video when we add an action to actually send a webform via email.

Thanks for tuning in.