How to Create and Manage Triggers in Forms

Triggers are one of the most powerful tools in your form setup. They let you automate actions based on specific form events—like when a form is created, edited, or submitted for approval. With triggers, you can enforce rules, improve data accuracy, and build smarter workflows.

🔍 Validation Triggers vs. Other Triggers

Before diving into setup, it’s important to understand the two main types of actions you can build into a trigger:

✅ Validation Triggers

These are all about data integrity. They’re used to block or warn users when form data doesn’t meet your criteria.

Error Validation: Prevents the user from proceeding until the issue is fixed.
Warning Validation: Alerts the user but still allows them to continue.

🔁 Common use cases:

Ensure required fields are filled in
Block submission if a due date is in the past
Warn users if a checkbox isn’t selected

⚙️ Other Triggers (System Actions)

These are more about workflow automation. While validations interact directly with the user, system actions operate in the background.

Depending on your system configuration, actions may include:

Sending automated emails
Assigning or unassigning forms
Updating form status
Pushing data to external systems via Webhook

🚀 Accessing Triggers

To create or edit a trigger:

Go to the Forms page.
Click the name of a form or select Edit Form.
In the Form Details page, select the Triggers tab.

⚙️ Creating a New Trigger

Choose Your Action

Option 1: Validation

Choose between:
- Warning: Shows a pop-up but allows users to proceed
- Error: Blocks the user from submitting until resolved
Customize the pop-up message to explain what went wrong and what to fix.

Option 2: Other Actions

If your system supports it, you might also see:
- Send Email
- Assign form to a user or team
- Update form status
- Call external service (e.g., integration)

Click the ➕ next to Triggers to open the trigger builder.

Fill in the following:

1. Trigger Name

Give your trigger a clear, descriptive name (e.g., “weight validation”).

2. When

Select when the trigger should activate:

Create or Edit
Create
Edit
Submit for Approval

3. Conditions Wizard

Set the logic that defines when the trigger should fire:

Use Fields from the form (e.g., “Status” or “Serial Number”)
Use Variables like timestamps, part numbers, or system-generated info
Example: If field "Status" equals "Complete"

💾 Saving Your Trigger

Click Save to confirm the trigger.
Don’t forget to hit Save again on the form page to apply your changes.
Changed your mind? Click Cancel in the modal to discard it.