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

Open a form in the Form Builder and click BPMN — the workflow canvas opens as a full BPMN 2.0 editor:

• The node palette on the left offers Gateways (Exclusive Gateway), Script & Rules (Business Rule Task, Script Task), and User & Service tasks (User Task, Send Task, Service Task, Service Task (DB), Service Task (Sheet), End Event).
• Samples loads a ready-made starter workflow into the canvas — the fastest way to begin; it arrives pre-mapped to your form's fields.
• Validate BPMN checks the flow; Test dry-runs it; Save Draft keeps work in progress; Apply BPMN attaches the workflow to the form.
• Connect nodes by drawing edges; click any node to edit its properties (and workflow Variables) in the right panel.
• User Task steps create approval items in My Inbox for the assigned users or roles.

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

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

CRM lead pipeline

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

HR leave request

1. on_submit leave request → create approval task for manager.
2. Approval approved → set status approved → notify employee → update leave balance.
3. 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.