Group forms by name in workflows

[Angelamr]

Hello!

In our company, we have different types of forms. around 25 of them are sales-ready actions.

I would love to know if there's any way to group those forms in a workflow without selecting them one by one. For example, selecting all forms containing the word "product". There's any way to do it?

Thanks!

[Phil_Vallender]

Hi @Angelamr 

An alternative approach would be to create a custom property and add it as a hidden field to your sales-ready forms - then enrol anyone with that property set into your workflows. 

Hope this helps.

[Angelamr]

Sounds interesting, but to do that I need to add the custom field to all the forms right? 

[Phil_Vallender]

Hi @Angelamr 

Yes, you would need to do that. I favour this sort of approach as it is more explicit, and easier for others to intepret than nesting lists inside workflows, in my opinion. 

Best of luck!

[Bryantworks · Accepted solution]

Hey Angelamr,

So there's not a way to do this in Workflows.  If all forms are getting the same content, you could make an active list of "Sales forms" and have a long series of OR statements on that form:

Contact submitted Form 1

OR

Contact submitted Form @2

OR

etc.

Then in the workflow you just use the criteria of "User is member of %Forms List%."

Would that work?

[V-Marketer]

This solution is not a good solution because it requires you to add any new forms to the workflow each time and is labor intensive and leaves room for error if you miss adding a form to the workflow. We need a solution for this also.

Here's an example: Our sales team attends approximately 30 different conferences a year. We create a lead gen form for each conference so that we can effectively track which conferences we should be attending/exhibiting (high expense involved as everyone knows). We need to report on how many conference lead became a deal in the sales pipeline and how they are progressing through the pipeline stages, etc. It would be much easier to be consistent in our form naming structure for the conferences and add the contacts to a report and/or list using automation "if form name contains 'conference lead' update 'conference lead' property = true" ... or something like that.

@Phil_Vallender solution will work better for us. Still leaves some room for error but is doable.

Thank you!