Workflow Forms

What a workflow form is

A workflow form lets a would-be vendor send you their own details. You publish the form, they fill it in, and KyDec creates a vendor lead and places it on an approval workflow with someone assigned to review it. Nobody has to retype an email or remember to pass it on.

It is built in the same builder as the Sales CRM forms. The difference is where a response goes: a Sales CRM form makes a sales lead in a pipeline, a workflow form makes a vendor lead on a workflow.

Find your way round the list

Open Workflows & Automations › Workflow Forms. The page is headed All Workflow Forms.

1. 1Create Form starts a new form.
2. 2The tabs split the list into All Forms, Active Forms, Inactive Forms and Deleted Forms.

• The columns show the Workflow, Current Stage and Current Assignee each form feeds, its Status and how many Captured Leads it has brought in.
• The Status of a form reads Draft until it is published, then Active.

Before you start: a Vendor Leads workflow

A workflow form needs a workflow to send its vendor leads to, and only workflows of the type Vendor Leads are offered.

1. 1On the Create Form page, open Select Workflow. It lists your Vendor Leads workflows.
2. 2If the list is empty, click + Create New Workflow. It opens the workflow form with the type already set to Vendor Leads.
3. 3Create the workflow with at least one stage and approver, then come back to Workflow Forms and click Create Form again.

Create the form

Click Create Form. The page has three numbered parts on the left and a Preview of the form on the right.

1. 1Under Select Workflow, choose the workflow the responses should join.
2. 2Choose Select Current Stage, the stage a new vendor lead starts at, and click Save & Continue. The form now exists as a draft.
3. 3Under Select Fields, switch on what you want to ask and click Save & Continue.
4. 4Fill in Configure Form, click Save Changes, then click Publish Form.

Choose what to ask and how it looks

• A form starts with Full Name, Email, Phone number, Organisation Name and Message switched on.
• Switch on the vendor details you need: Pan Number, Pan Holder Name, Vat Number, Vat Label, Bank Account Name, Bank Account Holder Name, Bank Account Number and Bank IFSC Code.
• The cog on a field opens Edit Fields, where you make the field mandatory or hidden and change its label, placeholder and help text.
• Add New Custom Field adds a question of your own. It is saved as a vendor lead custom field, so the answer is kept on the vendor lead.
• Configure Form needs a Form Title, a Form Name and a Reply-to Email. The logo, description, submit message, button colour, layout, captcha and redirect are optional.
• Lead Assignee chooses who reviews each response. Left empty, the item goes to the first approver of the stage, then to the super approver of the workflow, then to whoever created the form.
• Send Email to respondents on form submission sends an automatic reply, using one of your live Sales CRM email templates.

What happens when someone submits

• A vendor lead is created under Purchases & Expenses › Vendor Leads, holding what was answered.
• It is added to the workflow of the form at the stage you chose, and the assignee gets a notification that it is waiting for approval.
• The answers are kept in the Activity History of the item, under Form Response.
• If the workflow has Enable Due Date on, the item gets the default deadline, and its reminders and escalations follow.
• Once the item is approved, KyDec offers to add the vendor lead to your registered vendors.
• View Leads on the row of a form opens the vendor leads that form captured.
• More on a row has Copy Link, Edit, Mark as Inactive and Delete. An inactive form stops taking responses until you choose Mark as Active; a deleted one stops for good, and the vendor leads it captured are kept.