1. Overview 

Form workflows in Zoho Creator are automations that execute in response to user actions on a form. You can configure workflows to trigger actions at specific record events, such as,

1. Created: Triggered when a new record is added to the form.
   
2. Edited: Triggered when an existing record is updated.
   
3. Created or Edited: Triggered when a record is either newly created or an existing record is edited.
   
4. Deleted: Triggered when a record is deleted from the report.
   

Once the record event is selected, each workflow is further defined by a form event, which specifies the exact stage of user interaction on the form during which the workflow actions should execute, such as form load, field input, or form submission, and so on. The available form events depend on the selected record event, ensuring that only relevant and context-aware actions can be configured. Workflows execute in the order they are created.

2. Form events and their applicable record events    

2.1. Forms

2.2. Integration forms  

2.3. Stateless forms

1. Since data is managed by the integrated external service, records are not stored within Zoho Creator for integration forms. As a result, the 'Deleted' record event is not supported for integration forms.
   
2. The 'On Successful Form Submission' and 'On Update of a Field' form events are not supported in integration form workflows. Meaning, workflows cannot be triggered in integration forms when a field is updated or when a form submission is completed successfully.
   
3. Form events such as addition of a row and deletion of a row are supported only for forms that include subforms.
   
4. Since stateless forms do not store records, record events are not applicable to them. Workflows in stateless forms can only be triggered using supported form events such as field rules, form load, user input, and button click, as other form events depend on stored data.
   
   

3. Form workflow dashboard 

The form workflow dashboard offers a comprehensive view of all form workflows configured within an application. It presents workflows in a structured and organized manner, making it easy to identify their associated forms, actions, status, and other key details. Each workflow is grouped under its respective form, along with the specific record event and form event it is configured for.

Note: By default, workflows are displayed in the order they were created. However, you can customize the execution order of workflows within a form event by simply dragging and dropping them as needed, ensuring that workflows run in the precise sequence required for your business logic.

3.1. Components of the form workflow dashboard 

1. New Workflow: Click New Workflow to create a new form workflow. You will be taken to the workflow creation screen. Click here to learn how to create a form workflow.
   
2. 
   Search: Use the search bar to find specific workflows within a form by entering keywords related to the workflow name, record, or form event.
   
3. Form name: Use the left navigation pane to select the form based on which the workflows need to be displayed. The forms are sorted into forms with workflows and forms without workflows.
   
4. Filter by form event: Click the arrow next to the left pane to expand the Form Events section. Form events are organized under their respective record events (Created, Edited, Created or Edited, and Deleted) for the selected form. Click the drop-down arrow beside a record event to view the associated form events. For example, selecting Load of form will display all workflows configured for that form event, along with details such as the number of actions in each workflow, their status (enabled or disabled), and the date of creation.
   
5. Workflow listing: The workflows are listed based on the record and form event on which they are triggered.
   
6. Edit workflow: Click on the workflow name to navigate to the workflow's edit screen. You can view, add, and edit the associated actions. Click here to learn more about managing form workflows.
   
7. Actions: The number of actions associated within a workflow is shown here. Hover over the text to see the information related to actions.
   
8. Enabled/Disabled: Use the toggle to enable or disable a workflow. This lets you temporarily suspend its execution without deleting it.
   
9. Created on: Specifies when the workflow was created.
   
10. Drag handle: Hover over the workflow name to reveal the drag handle. Click and drag the icon to rearrange the workflow within a form event.
    
11. Delete: Hover over the workflow and click on the delete icon ()that appears to delete the workflow permanently.
    
    

4. Form workflow builder 

When a form workflow is created, its actions must be configured and managed in the form workflow builder. You can add multiple actions to a workflow, and they will be executed in the order they appear in the builder. This execution order can be rearranged at any time by simply dragging and dropping the actions. Click here to learn more about how to configure actions in form workflows.

4.1. Components of form workflow builder 

1. Breadcrumbs: Specifies the workflow navigation path in the format Form name > Record event > Form event > Workflow name.
   
2. Action block: The container that holds a specific set of actions or scripts to be executed. Each action block can have a multiple actions which will have a common execution criteria.
   
3. Criteria: Displays the condition criteria that must be met for the action block to execute. You can add multiple criteria to refine the logic further. Hover over it to reveal edit and delete icons to modify or remove the criteria.
   
4. Action: Displays the action configured within the action block. Click to edit it, or hover to reveal the edit and delete icons to modify or remove the action.
   
5. Add New Action: Creates a new action block in the workflow. To add a new action within an existing action block, hover over the action and click the + icon.
   
   Note: Adding an action inside an action block option is not available for form events that only support Deluge script actions. Learn more about form events and its supported actions. 
   
6. Workflow Properties: Click the gear icon () to open the right pane with workflow properties. You can rename the workflow, enable or disable it using the Status toggle, and view the associated form and record events.
   
7. Drag slider: Click and drag the drag slider to rearrange the workflow action block. Alternatively, You can also hover over the action block to reveal the drag handle icon. Click and drag the drag handle or anywhere within the action block to rearrange.
   
   You can also rearrange actions within an action block or move them to another block by using the drag handle that appears when you hover over the action.
   
   
   

5. Business use cases 

Case 1: Field service request management

A utility company uses a Zoho Creator application to handle service requests for on-site inspections and repairs. Customers submit requests through a 'Service Visit Request' form. Form workflows are configured to automate task routing, technician assignment, and customer communication.

Workflow automation:

1. On form load: The customer’s contact and address details are auto-filled based on login credentials or past requests.
   
2. 
   On user input of the field: When the service type is selected (e.g., electrical, plumbing, maintenance), available time slots and required documents are dynamically shown.
   
3. On validation of form submission: The application checks for recent service requests within the same location and service type to identify duplicates. If a recent request has already been resolved, an alert is displayed informing the user and asking if they still wish to proceed.
   
4. On successful form submission: A unique service request ID is generated. The request is assigned to a technician based on service zone and availability. A confirmation email is sent to the customer containing the service ID, technician details, and the expected visit time.
   
5. On update of a field: When the technician updates the job status to "Completed", a follow-up email is triggered to the customer with job details and a service feedback form.
   

This automation reduces manual coordination, ensures quick technician assignment, and improves service transparency and customer satisfaction.

Case 2: Capture leads from website

A marketing team uses a Zoho Creator integration form to capture and manage leads from their website. This form is published and embedded on the company’s webpage and is designed to collect visitor details such as name, email, interest, and message. This form is configured to integrate directly with Zoho CRM, enabling seamless data transfer from Creator and the 'Contacts' module of the Zoho CRM.

Workflow automation:

1. On user input: When the visitor selects an interest area (e.g., product demo or pricing inquiry), the form dynamically displays additional fields such as preferred contact method or time.
   
2. 
   On validation of form submission: Checks for existing records in Zoho CRM to prevent duplicate leads. Upon successful validation, the lead data is automatically pushed to Zoho CRM. Additionally, a confirmation email is sent to the visitor acknowledging receipt of their inquiry, and a notification is sent to the assigned sales representative with the captured lead details.
   

This integration ensures real-time lead capture, eliminates manual data entry, and allows the sales team to respond promptly, enhancing lead engagement and conversion efficiency.

 6. Navigation guide 

7. Points to note 

Subforms

1. Form events such as 'addition of a row' and 'deletion of a row' are supported only for forms that include subforms.
   
2. If you add an existing form as a subform to another form, any workflows configured on that original form will not function within the subform. In such cases, the required workflows must be configured in the parent form instead.
   For example, consider a form with a workflow that auto-populates user data on form load. When this form is used as a subform, the workflow will not execute, and the fields within the subform will remain unfilled unless the logic is implemented in the parent form.

Stateless form

1. As stateless forms do not store records, record events are not applicable to them. Workflows in stateless forms can only be triggered using supported form events such as field rules, form load, user input, and button click, as other form events depend on stored data.

Integration Form

1. Since data is managed by the integrated external service, records are not stored within Zoho Creator for integration forms. As a result, the 'Deleted' record event is not supported for integration forms.
   
2. The 'On Successful Form Submission' and 'On Update of a Field' form events are not supported in integration form workflows. Meaning, workflows cannot be triggered in integration forms when a field is updated or when a form submission is completed successfully.
   
3. Fields in integration forms that are not linked to the Creator form cannot be used in workflows. This includes fields that exist in third-party modules but are not added to the integration form in Zoho Creator.
   
4. Deluge:
   
1. Deluge scripts cannot access system fields in integration form workflows. For example, fetching integrations field values via input.Modified_date or input.ID are is not supported.
   
2. Fetching the previous multi-select field's value with the 'old' keyword is not supported in integration form workflows.
   
3. Add, update, and delete data access tasks are not supported for On Load and On User Input events in integration form workflows.
   
4. Adding and modifying dropdown choices dynamically using add or append client functions in Deluge tasks is not supported in integration form workflows.
   
5. The ID field of an integration form is supported only as a subfield within an integration field.
   
6. Deluge's data access tasks cannot be used to add, modify, or delete data in integration forms using the workflows.
   
7. System fields in integration forms are not supported in workflows.
   
8. Integration reports cannot be sent as an attachment with Send Mail task in workflows.
   
9. Only invokeURL is supported for fetching data in integration form workflows.
   

8. Related topics

Creating form workflows (Doc in progress)

Managing form workflows (Doc in progress)

Configuring actions for form workflows (Doc in progress)