Forms - Data Capture

What are Forms

The form system allows creating data capture forms that can trigger workflows or be presented within a workflow execution. It is composed of two main modules:

• FormTrigger: Starts a workflow from a form submission.
• FormRender: Generates and displays forms within a running workflow.

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Form Trigger - Start Workflow from Form

This is a trigger that starts the workflow when a form is submitted. It works similarly to the webhook, but includes additional form metadata.

The received data includes:

{
  "campo1": "valor",
  "_request": { "method": "POST", "timestamp": "...", "source": "form" },
  "_form": { "form_id": "1", "form_name": "Registro", "form_fields": [...] }
}

Supports OTP (One-Time Password) flow for user identity verification before processing the submission.

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Form Render - Display Forms in the Flow

Generates a form pre-populated with workflow data. It has three output modes:

• url: Returns a URL to access the form (default mode).
• html: Returns embeddable HTML directly in a page or email.
• redirect: Redirects the user to the form automatically.

Uses temporary sessions with a 24-hour duration to pre-fill form fields. The form_prefill_sessions table stores this temporary data until expiration.

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Field Mapping (field_mapping)

Allows pre-filling form fields with data from the workflow. Dynamic variables are used to reference values from previous nodes or workflow variables:

{
  "email": "{{@Webhook.email}}",
  "nombre": "{{@HTTP_Request.data.name}}",
  "empresa": "{{var.empresa_nombre}}"
}

This way, when the user accesses the form, the indicated fields already contain the corresponding values.

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Form Render Configuration

Parameter	Type	Description
form_id	text	ID of the form to render
field_mapping	json	Field mapping with dynamic variables
output_type	select	url, html, redirect
redirect_after_submit	boolean	Redirect after submission
custom_title	text	Custom title (supports variables)
custom_description	textarea	Custom description

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Forms Database

The main tables involved are:

• forms: id, name, description, form_json, settings, public_hash
• form_prefill_sessions: session_hash, form_id, prefill_data, expires_at (24h)
• form_submissions: Stores the responses submitted by users

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Example: Client Registration Flow

Webhook (receives partial data from CRM)
  -> HTTP (query additional data)
  -> FormRender (pre-fill registration form)
  -> [User completes the form]

FormTrigger (receives completed form)
  -> DataStore (save client)
  -> SendMail (send confirmation)
  -> End

In this flow, initial data is received from a CRM via webhook, enriched with an external HTTP query, and a pre-filled form is generated for the user to complete the missing information. Once the form is submitted, a second workflow stores the data and sends a confirmation email.

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Example: Form with Approval

FormTrigger (vacation request)
  -> SetVariable (save request)
  -> SendMail (notify manager)
  -> FormRender (approval form for manager)
  -> [Manager approves/rejects]

FormTrigger (manager's response)
  -> Decision (approved?)
    -> true: SendMail (notify approval)
    -> false: SendMail (notify rejection)
  -> End

In this case, an employee submits a vacation request through a form. The system notifies the manager and presents them with an approval form. Based on the manager’s response, the employee is notified whether the request was approved or rejected.