Workflow

MegaForm Workflow turns a form submission into a business process. You design a flowchart of triggers, conditions, and actions; when a submission arrives or a field changes, the workflow engine executes the flow.

Core concepts

Term	Meaning
Workflow	A named process attached to one or more forms
Trigger	The event that starts a workflow run
Step / Node	A single action or decision in the flow
Run	One execution of a workflow for a specific submission
Context	The submission's field values plus runtime variables (`_submissionId`, `now`, `currentUser`, …)

Workflow canvas

The visual designer shows the flow from top to bottom:

📥 On Submit
    │
    ▼
❓ Priority = critical?
   YES │      │ NO
      ▼        ▼
 Assign   Round Robin
 Senior      │
      │       │
      ▼       ▼
  Notify Manager   Notify Agent
            │
            ▼
    📧 Confirm to Submitter

Drag nodes from the toolbar.
Connect nodes by drawing edges.
Click a node to edit its properties in the right panel.

Triggers

Trigger	Fires when…	Example config
`on_submit`	A form is submitted	`{ "formId": 5 }`
`on_update`	A record is edited	`{ "formId": 5, "watchFields": ["status"] }`
`on_field_change`	A specific field changes	`{ "formId": 5, "field": "status", "from": "open", "to": "resolved" }`
`on_status_change`	The status field changes	`{ "formId": 5, "statusField": "status" }`
`scheduled`	A cron schedule elapses	`{ "cron": "0 8 * * *", "formId": 5 }`
`manual`	A user clicks a button	`{ "formId": 5, "buttonLabel": "Approve" }`
`webhook_received`	An external webhook arrives	`{ "endpoint": "/hook/crm-sync" }`
`on_date`	A date field is reached	`{ "formId": 5, "dateField": "due_date", "offset": "-1d" }`

Node types

Condition

Branch the flow based on field values:

{
  "type": "condition",
  "config": {
    "conditions": [
      { "field": "deal_value", "operator": "greaterThan", "value": 10000 },
      { "field": "category", "operator": "equals", "value": "enterprise" }
    ],
    "logic": "and"
  },
  "onTrue": "step_approve",
  "onFalse": "step_review"
}

Operators include: equals, notEquals, contains, startsWith, endsWith, greaterThan, lessThan, greaterOrEqual, lessOrEqual, in, notIn, isEmpty, isNotEmpty, matchesRegex.

Update Field

Set one or more field values:

{
  "type": "update_field",
  "config": {
    "updates": [
      { "field": "status", "value": "approved" },
      { "field": "approved_date", "value": "{{now}}" },
      { "field": "approved_by", "value": "{{currentUser}}" }
    ]
  }
}

Send Email

Send HTML or plain-text email with token substitution:

{
  "type": "send_email",
  "config": {
    "to": "{{email}}",
    "cc": "manager@company.com",
    "subject": "Your request has been {{status}}",
    "body": "Dear {{full_name}},\n\nYour request #{{_submissionId}} has been {{status}}.",
    "attachFields": ["resume"],
    "replyTo": "support@company.com"
  }
}

Approval

Create a human approval task:

{
  "type": "approval",
  "config": {
    "approvers": { "type": "field", "field": "manager_email" },
    "approvalField": "_approval_status",
    "onApprove": "step_approved",
    "onReject": "step_rejected",
    "reminderAfter": "24h",
    "escalateAfter": "72h",
    "escalateTo": "director@company.com"
  }
}

Approvers can also be a fixed role, a list of emails, or a round-robin pool.

Webhook

Call an external HTTP endpoint:

{
  "type": "webhook",
  "config": {
    "url": "https://hooks.slack.com/services/...",
    "method": "POST",
    "headers": { "Content-Type": "application/json" },
    "body": { "text": "New ticket from {{full_name}}: {{title}}" },
    "retryCount": 3,
    "timeout": 30
  }
}

Calculate

Compute values from other fields:

{
  "type": "calculate",
  "config": {
    "updates": [
      { "field": "total", "formula": "{{quantity}} * {{unit_price}}" },
      { "field": "tax", "formula": "{{total}} * 0.1" },
      { "field": "grand_total", "formula": "{{total}} + {{tax}}" }
    ]
  }
}

Other nodes

Create Record — insert a record into another form.
Notify — send an in-app notification.
Wait — pause for a duration or until a date.
Assign — round-robin or load-balance assignment.
Generate PDF — create a PDF from a template.
Database — run a SQL statement.
Google Sheets — push a row to Google Sheets.
Add Role / Add User — identity-management actions.

Common examples

Helpdesk ticket escalation

on_submit → auto-assign round-robin → email submitter confirmation.
scheduled every hour → find tickets open > 24h → set status overdue → notify agent.
scheduled every 4 hours → find overdue > 48h → escalate to manager.
on_field_change status → resolved → email submitter + wait 72h + send survey.

CRM lead pipeline

on_submit lead form → create CRM contact record → assign senior sales if enterprise, else round-robin → send welcome email.
on_field_change deal_value > $50K → notify VP Sales.
on_field_change status → won → generate invoice + webhook to accounting.

HR leave request

on_submit leave request → create approval task for manager.
Approval approved → set status approved → notify employee → update leave balance.
Approval rejected → set status rejected → notify employee with reason.

Monitoring runs

The workflow engine stores:

MF_Workflows — definitions
MF_WorkflowRuns — one row per run with status and error message
MF_WorkflowStepLog — one row per executed step
MF_Approvals — pending and resolved approval tasks
MF_ScheduledTasks — future tasks (wait, reminder, escalation, scheduled triggers)

Admins can inspect runs from the dashboard to see exactly which nodes executed and where a run failed.

Permissions

Designing workflows requires the module permission MEGAFORM_WORKFLOW (typically Admins). Running workflows is automatic and subject to the form-level permissions of the triggering submission.

Table of Contents