--- title: "Triggering Workflows via Form Entries" slug: "trigger-workflows-via-forms" updated: 2026-09-08T01:15:59Z published: 2026-09-08T01:15:59Z canonical: "help.infoodle.com/trigger-workflows-via-forms" --- > ## Documentation Index > Fetch the complete documentation index at: https://help.infoodle.com/llms.txt > Use this file to discover all available pages before exploring further. # Trigger Workflows via Forms When a form entry is approved in infoodle, workflows do **not** trigger automatically — even if the form carries out an action that would normally start a workflow, such as adding a person to a group or updating a field. Instead, workflows must either: - be **manually selected** by the person approving the entry, or - be **pre-configured** on the form's Approval tab to run automatically. See also: [Processing Form Entries](/v1/docs/processing-form-entries) and [Adding a Workflow](/v1/docs/adding-a-workflow) --- ## Which workflow triggers work with form approval? Only two workflow trigger types are compatible with the form approval process. A workflow must have at least one of these triggers to appear during (or be auto-run on) form approval: | Trigger | When it applies | | --- | --- | | When a Person is Added | Shown when the approver creates a new contact from the form entry. | | Manually, from the Person or form approval Screen | Shown when the approver assigns the entry to an existing contact. | > Important: Workflows using any other trigger type — such as **When the Group has a new member added** or **When a Person field is set or changed** — will not appear during form approval, even if the form carries out that same action (e.g. adding the person to a group via a Group field). If you need those actions to happen on approval, add the steps directly to a workflow that uses one of the two supported triggers above. --- ## Option 1 — Manually select workflows during approval When approving a form entry, after you choose to **Create** or **Assign** the contact, the system displays any available workflows before you click **Approve**. ![Image](https://cdn.document360.io/d198920d-a212-4177-85f9-e1abc92e7ab3/Images/Documentation/image-TDEIL7WF.png) To select workflows manually: 1. Open the **form entry** and begin the approval process. 2. Choose to **Create a new contact** or **Assign to an existing contact**. 3. A list of available workflows appears with tick boxes. Select the workflows you want to run. 4. If your form uses a **Repeating People Block**, the workflow list appears separately for each person in the block — select workflows for each one individually. 5. Click **Approve** to complete the approval and trigger the selected workflows. > Tip: If a workflow's trigger is set so that *"Can the user choose whether to do this?"* is **Yes** and the Initial state is **Action**, the workflow will be pre-ticked by default. The approver can still untick it before approving if needed. --- ## Option 2 — Auto-run workflows on approval You can configure a form to automatically run specific workflows whenever an entry is approved, without the approver needing to select them each time. ![Image](https://cdn.document360.io/d198920d-a212-4177-85f9-e1abc92e7ab3/Images/Documentation/image-PEH3VQ3F.png) **To set this up:** 1. Go to **Forms** and open the form you want to configure. 2. Click **Edit form**, then open the **Approval** tab. 3. Under Choose how to handle auto-approval for this form select the tick boxes from the three scenarios. 4. **Save** and **Publish** the updated form. For more information on the scenarios, see the [Form Auto-Approval](/v1/docs/form-auto-approval) help page When an entry is approved, the selected workflows will run automatically. This is useful when a particular workflow should always run for every entry on a specific form. > Note: Only workflows with a compatible trigger (When a Person is Added or Manually, from the Person or form approval Screen) can be set up here. Other trigger types will not appear in the list. --- ## Alternative: Use a Group field instead of a workflow If your only goal is to **add the person to a group** when the form is approved, you may not need a workflow at all. A **Group field** on the form can do this automatically on approval — without requiring any workflow setup. You can configure the **Group field** with a default group value and hide it from the public-facing form so that the person filling it in never sees it, but the group add happens automatically on approval. See [Adding a Form](/v1/docs/adding-a-form) for details on adding a Group field. ## Related - [About Workflows](/about-workflows.md) - [Adding a Workflow](/adding-a-workflow.md) - [Workflow Triggers](/workflow-triggers.md) - [Adding a Form](/adding-a-form.md) - [Processing Form Entries](/processing-form-entries.md)