Configuring Form Workflow

Oncord Form Workflow allows you to review the Form Status and create automation based on status changes. This is useful for membership associations to review, approve, or reject applications by changing the Form Workflow status, and then send an automated follow-up email.

The following example shows how to create a membership application form with three Form Workflow Statuses (Pending, Approved, Rejected) and configure automation with the Form Status.

Step 1: Create a Membership Application Form

Follow the instructions above to create a Membership Application Form using Oncord’s Form Builder.

Step 2: Configure Form Workflow

To configure the Form Workflow:

• Navigate to Dashboard > Pages > Forms.
• Click the three-dot button next to the Membership Application Form (remember to submit a test form first to get it recorded in the Oncord system).
• Click the “Configure Workflow” option in the menu.
• If the form has no configured workflow steps yet, click the “Click here to create one” option in the Workflow Steps column.
• On the Workflow Steps configuration page, name the step “Pending,” select a color, and click the “Add Workflow Step” button.
• Follow the same steps to create two more Workflow Steps: “Approved” and “Rejected”.

Note: When creating subsequent Workflow Steps, in the “New Step Position” section, ensure the “At the End” option is selected. This sets the status of new form submissions to “Pending” by default.

To change the Form Workflow status:

• Navigate to Dashboard > Pages > Forms.
• Click the Membership Application Form to view the submissions.
• Click the specific submission record with a status of “Pending.”
• In the “Workflow Step” section, change the status to “Approved” or “Rejected” from the drop-down menu.
• Click the “Submit” button.

Step 3: Create an Automation with Form Status

After configuring the form workflow, you can create automation based on an event when the workflow status changes.

• Navigate to Dashboard > Automation > New Automation.
• In the “Upon Event” section, select “Forms - When a form’s workflow status is changed.”
• Select the Membership Application Form.
• Configure a workflow for when the form status changes to “Approved” or “Rejected.”

For more details on setting up Automated workflows, please refer to our help article on Marketing Automation.