Turn every form submission into a trackable workflow
Formspace workflow automation runs after a response is submitted. Build approval routes, send contextual emails, call external webhooks, and inspect each step from the response record instead of coordinating follow-up across inboxes and spreadsheets.
Design workflow drafts on any plan. Publishing approval, email, and webhook automations requires Premium.
Product evidence
Verify how the product works
These first-party guides document the live product behavior in detail, including the controls, limits, and steps your team will use.
Inspect the documented trigger, approvals, email and webhook blocks, conditions, versions, run canvas, and timeline.
See where approval state, workflow columns, run details, exports, and internal PDF records appear after submission.
Practical outcomes
What this helps your team do
Automate the work that starts after submit
A form response is often the beginning of a process, not the end. The Formspace workflow canvas starts with a fixed Form Submitted trigger and lets your team define what should happen next without separating the automation from the form and response record.
- Add approval steps when a request needs a decision from one or more verified team members.
- Send templated emails to verified organization members or, for non-anonymous responses, the responder.
- Call an external endpoint with a configured method, headers, and a JSON body template.
Route each response with the right context
Workflow connections can always continue or evaluate a condition before following a path. Conditions use the same expression style as form logic, so a workflow can respond to the submitted answers while keeping the routing visible on the canvas.
- Send high-value requests for approval while allowing routine submissions to continue automatically.
- Skip an email unless the relevant option was selected, or call a webhook only for a matching department.
- Use response, respondent, form, workflow, and supported answer variables in workflow content.
Give approvers a structured review step
Approval blocks keep the decision beside the submitted response. Choose the verified organization members who can decide, optionally collect reviewer-only information with an approval form, and decide whether the response should be locked after the decision.
- Show assignees a review action while making it clear when a step is waiting on someone else.
- Keep completed approval form data available as a read-only part of the response record.
- Record decisions and undone decisions in the workflow event timeline so the audit trail remains intact.
Inspect, version, and recover the workflow
Form publishing and workflow publishing are separate, so teams can control the respondent-facing form and post-submit automation independently. Each published workflow is versioned, and every run remains tied to the version that started it.
- Inspect completed, running, and failed steps in the workflow run canvas and chronological timeline.
- Review timestamps, result summaries, condition evaluations, and errors from the response view.
- Re-trigger completed email or webhook steps when a follow-up needs to be sent again.
Questions teams ask
What can a Formspace workflow automate?
A workflow can request approval from verified team members, send a templated email, call an external webhook, and use conditional connections to decide which path a submitted response should follow.
Which plan includes workflow automation?
You can design and autosave workflow drafts on any plan. Publishing workflows that run approvals, emails, and webhooks requires the Premium plan.
Is publishing a workflow the same as publishing a form?
No. Form publishing controls the version respondents see, while workflow publishing controls the automation version that runs after a response is submitted.
Who can approve a response?
Approval blocks can be assigned to one or more verified members of the Formspace organization. Any selected approver can approve or reject the step.
Can my team inspect or repeat workflow actions?
Yes. Each run has a canvas and UTC timeline with step details, errors, and condition results. Completed Send Email and Call Webhook steps can be re-triggered from the timeline.
Need implementation details?
The Formspace documentation explains publishing, access, responses, and workflows step by step.