Workflow Forms

Forms let you collect data from users and start a workflow when a form is submitted.

Build forms using a visual editor, then use the submitted data throughout your workflow to generate documents, apply logic, send emails, and more.

Designing Forms

Forms are created using a drag-and-drop, visual editor.

You can:

  • Add text, number, date, and choice fields
  • Add table fields to collect multiple rows of data
  • Reorder fields visually
  • Configure labels, helper text, and validation
  • Preview the form as users will see it

No code or technical knowledge is required.

Visual form designer with a heading, welcome text, an image, text and choice fields, and the dropdown settings panel open

Using Form Data in Workflows

A form can start a workflow, or be sent in the middle of a workflow. Either way, the submitted answers are available to every step that follows, and you can use them to:

  • Generate documents from templates
  • Apply conditions and calculations
  • Personalize emails
  • Send data to other systems

Trigger Forms

A Form Trigger starts a new workflow run each time it's submitted. For example, a form can collect customer and order details, generate an order confirmation document, and email it to the customer automatically.

Example workflow with a form trigger, a set variables step, a document step, and an email step

Mid-Workflow Forms

A Form Step sends a form in the middle of a workflow - it emails a form link to one or more recipients and pauses the run until the form is submitted, which is useful for approvals, sign-offs, or collecting missing details from a client or a teammate.

With a Form Step, you can:

  • Prefill the form with values from earlier steps, so recipients only review or complete what's missing
  • Set how many days recipients have to submit (7 days by default, up to 90)
  • Choose what happens if the form expires: stop the workflow (the default), or continue and handle it in later steps

Styling Forms

Forms are fully customizable: pick a theme, adjust colors and fonts, add your logo and a background image, and remove the TemplateDocs branding - so the form looks like a natural part of your brand.

See Styling & Branding for details.

Sharing and Embedding Forms

Published forms are available at a public URL that anyone can use - no TemplateDocs account needed. You can share the link directly, or embed the form in your own website with a small HTML snippet.

See Sharing & Embedding for details.

Next Steps