Form Manual Approval Workflows

This article explains how to configure which workflows are available to approvers when they manually process a form entry. These settings are found on the Approval tab of the form builder, under "Choose the settings when manually approving entries from this form."

Why configure manual approval workflows?

When an approver manually processes a form entry, infoodle presents them with a list of workflows they can trigger as part of that approval. By default, any workflow with a compatible trigger type may appear — but you can control per form exactly which workflows are shown, keeping the list relevant and reducing the chance of the wrong workflow being run.

The two workflow lists

The Approval tab contains two separate workflow lists for manual approval:

Available workflows when creating a new contact

Select which workflows will be available to trigger manually when the approver is creating a brand new contact from the form entry.

Only workflows with the "When a person is added" trigger will appear in this list.

Available workflows when updating an existing contact

Select which workflows will be available to trigger manually when the approver is assigning the form entry to an existing contact.

Only workflows with the "Manually, from the Person or Form Approval Screen" trigger will appear in this list.

Note: There is no way to restrict a workflow to a single specific form at the workflow level — but by adding workflows to these lists, you control which ones an approver sees when processing this form. Workflows not added to the list will still exist but will not appear during approval of this form.

How to configure the lists

Available workflows when creating a new contact

1. Open the form and click Edit
2. Go to the Approval tab
3. Scroll to "Choose the settings when manually approving entries from this form"
4. Under Available workflows when creating a new contact, click + Add Workflow and select the workflow(s) you want available when a new contact is being created
5. You can reorder workflows by clicking and dragging them into the preferred position — approvers will see them in this order
6. Click Save, then go to the Publish tab to publish

Available workflows when updating an existing contact

1. Open the form and click Edit
2. Go to the Approval tab
3. Scroll to "Choose the settings when manually approving entries from this form"
4. Under Available workflows when updating an existing contact, click + Add Workflow and select the workflow(s) you want available when an existing contact is being updated
5. You can reorder workflows by clicking and dragging them into the preferred position — approvers will see them in this order
6. Click Save, then go to the Publish tab to publish

Tip: using a group field instead of a workflow

If the only purpose of a workflow is to add a person to a group, you may not need a workflow at all. Adding a Group field to the form itself can achieve the same result on approval — without requiring a workflow to be triggered manually each time. See About Form Fields for details.