Forms

Forms let you collect structured information from users using reusable, project-level forms.

Use a form in a Human Task node to collect information from an assignee, or use it as an Intake form trigger to start a workflow when someone submits the form.

You can create a form once and reuse it across workflows instead of creating the same fields separately in each workflow. This reduces duplication and simplifies form management.

Create and manage forms under Resources > Forms, where you define their structure. Use forms in the Human Task node to configure how they are used in the workflow, including field values and access.

Create a form

1. In the left navigation, select Resources > Forms.
2. Select New form.
3. Enter a name and description for the form.
4. Select Create. The form opens in the form builder.
5. Configure the fields you want to include in the form.
6. Preview the form to verify how it appears to users.
7. Publish the form.

Configure a form in the form builder

Use the form builder to add fields and configure their settings. Select a field from the field palette to add it to the form, then select the field to configure its settings.

Setting	Description
General settings	Configure the field label, variable name, description, tooltip, placeholder, access, and whether the field is required.
Field-specific settings	Configure settings specific to the selected field type.
Default value	Specify a value to use when the form is initially displayed.
Validation	Define validation rules to ensure that submitted values meet the requirements of the form. Depending on the field type, you can configure options such as: - Minimum and maximum values - Regular expressions - Timing - Validation messages
Security	Configure how field data is protected. Use security settings when a field contains sensitive information. You can configure secure fields for redaction, replacement, or masking. Secure-field protection applies at the data layer, not just when the field is displayed.
Visibility	Configure conditions that determine when a field is displayed. You can use AND and OR conditions to control field visibility based on other field values.

Configure form settings

Use the form settings to configure the form details, appearance, and reuse options.

Setting	Description
Form details	Configure the form name, description, variable prefix, and tags.
Theme & branding	Customize the form appearance, including the header image, accent color, fonts, font sizes, and background.
Reuse	View where the form can be reused, such as a workflow intake trigger or in a Human Task node.

Preview a form

Select Preview to view how the form appears to users. Use the desktop and mobile options to preview the form on different screen sizes.

You can also select Preview link to generate a shareable preview link for others to review the form.

Publish and version a form

Forms use draft and published versions so that you can update a form without unexpectedly changing forms already used by workflows.

When you publish a form:

• The first published version is v1.
• Subsequent publications create new versions, such as v2 and v3.
• Published versions remain unchanged after they are published.
• A workflow can use a specific published version or the current draft.
• When a newer version is available, you can refresh the form configuration in the workflow and review the changes before adopting the new version.
• A workflow run uses the form version that was pinned when the run started.

This versioning ensures that changes to a form do not unexpectedly affect in-flight workflow runs.

Use a form in a workflow

You can use a published form in a workflow to collect information from users or assignees.

1. Open the workflow and add the Human Task node.
2. In the Task tab, select a form. The fields defined in the form are presented to the assignee.
3. Select the form version to use.
4. Configure the field values and access for the task.

The selected form version is used by the workflow until you refresh the form configuration to adopt a newer version.

The form must have at least one published version before you can attach it to a Human Task node. If the form has not been published, publish it in the Form Builder first.

For information about using forms in a Human Task node, see Human Task node.

Use a form as a trigger

Use a form as an Intake form trigger to start a workflow when a user submits the form.

For information about configuring an Intake form trigger, see Configuring triggers.

View form responses

The Responses tab lists submissions received for the form. You can search and filter responses and view individual submissions.

Select a response to view its submitted values. You can view the submission in Form or JSON format.

Import and export a form

You can export a form definition as JSON to reuse it in another project, or import a form definition into a project.

• Export: Select Export from the form’s actions menu to export the form definition as JSON. The exported definition includes the form fields, validation, visibility, theme, and form settings.
• Import: Select Import and select the form definition to import it into the project. When you import a form into another project, project-specific settings, such as domain configuration, must be configured again after import.