SmartForm Sequence Trigger
Run a workflow when a SmartForm Sequence is completed. This trigger allows you to automate actions after users finish a series of forms.
When to Use
- Process multi-step form submissions
- Generate reports from multiple forms
- Trigger approval workflows after all data is collected
- Send completion notifications
- Update external systems with consolidated data
Configuration
| Field | Description |
|---|---|
| Sequence | Which sequence triggers this flow |
| Execute After | When the trigger fires (each form / sequence completion / both) |
| Enable as AI Tool | Make this sequence available in the AI chatbot |
Execution Options
After Each Form
The workflow runs every time a form within the sequence is completed.
Use cases:
- Real-time data synchronization
- Progress notifications
- Intermediate validations
- Updating records as data comes in
After Sequence Completion
The workflow runs only when all forms in the sequence are completed.
Use cases:
- Final report generation
- Approval workflow initiation
- Completion certificates
- Summary notifications
Both
Enable both options to run workflows at each step AND at the end.
Use cases:
- Real-time sync + final summary
- Progress tracking + completion notification
- Incremental processing + consolidated report
🤖 Enable as AI Tool
When toggled ON, the sequence becomes available to your AI chatbot as a default tool.
What This Means
- Users can start the sequence directly in chat
- AI guides users through each form conversationally
- No need to open separate forms or links
- Seamless experience on any channel (web, WhatsApp, Messenger, etc.)
How It Works
- User asks about something related to the sequence (e.g., "I want to apply")
- AI recognizes the intent and offers to start the sequence
- AI asks questions from each form in the sequence
- Responses are collected and saved
- SmartFlow triggers based on your configuration
Example
User: I'd like to start the certification process
AI: I'll help you with that! The certification requires completing
3 forms. Let's start with your professional information.
What's your current job title?
User: Senior Developer
AI: Great! How many years of experience do you have?
...
[After all forms complete]
AI: You've completed all the certification forms. Your application
has been submitted and you'll receive a confirmation email shortly.
Available Variables
When the trigger fires, these variables are available in your workflow:
Sequence Information
| Variable | Type | Description |
|---|---|---|
sequence.id | String | Unique identifier |
sequence.name | String | Sequence name |
sequence.completedAt | DateTime | When the sequence was completed |
sequence.completedBy | Object | User who completed it |
Form Data
| Variable | Type | Description |
|---|---|---|
sequence.forms | Array | All forms in the sequence |
sequence.forms[].id | String | Form ID |
sequence.forms[].name | String | Form name |
sequence.forms[].responses | Object | Form responses |
sequence.forms[].completedAt | DateTime | When form was completed |
sequence.forms[].completedBy | Object | Who completed this form |
Current Form (When "After Each Form" is enabled)
| Variable | Type | Description |
|---|---|---|
currentForm.id | String | Current form ID |
currentForm.name | String | Current form name |
currentForm.responses | Object | Current form responses |
currentForm.index | Number | Position in sequence (0-based) |
currentForm.isLast | Boolean | Whether this is the final form |
Example Workflows
Example 1: Employee Onboarding Completion
Trigger: SmartForm Sequence (After sequence)
SmartForm Sequence Trigger
↓
Generate PDF
→ Template: "Onboarding Summary"
→ Data: sequence.forms
↓
Send Email (to HR)
→ Subject: "New employee onboarding complete"
→ Attachment: Generated PDF
↓
Send Email (to Employee)
→ Subject: "Welcome! Your onboarding is complete"
↓
API Call (HR System)
→ Create employee record with all data
Example 2: Real-time Progress Tracking
Trigger: SmartForm Sequence (After each form)
SmartForm Sequence Trigger
↓
If Condition: currentForm.isLast
├── Yes:
│ └── Send Email: "All forms complete!"
└── No:
└── Send Email: "Form {{currentForm.index + 1}} received"
↓
API Call
→ Update CRM with latest form data
Example 3: AI-Driven Application Process
Trigger: SmartForm Sequence (After sequence, Enable as AI Tool: ON)
SmartForm Sequence Trigger
↓
AI Request
→ Analyze all responses
→ Score application
→ Generate recommendation
↓
If Condition: score > 70
├── Yes:
│ ├── Create JIRA Issue: "Review application"
│ └── Send Email: "Your application is under review"
└── No:
└── Send Email: "Thank you for your interest..."
Comparison: SmartForm vs SmartForm Sequence Trigger
| Feature | SmartForm Trigger | SmartForm Sequence Trigger |
|---|---|---|
| Triggers on | Single form completion | Sequence completion |
| Data available | One form's responses | All forms' responses |
| Execution options | After form only | After each form / after sequence / both |
| Enable as AI Tool | ✅ Yes | ✅ Yes |
| Best for | Simple forms | Multi-step processes |
Best Practices
1. Use Both Execution Options Strategically
- After each form: Quick confirmations, real-time sync
- After sequence: Heavy processing, final actions
2. Leverage AI Tool for Better UX
Enable "AI Tool" for sequences that benefit from conversational completion:
- Applications
- Assessments
- Onboarding
- Surveys
3. Handle Partial Completions
Use "After each form" to save progress, so users don't lose data if they abandon mid-sequence.
4. Test the Full Flow
Test sequences thoroughly:
- Direct completion
- Delegated forms
- AI chatbot completion
- All SmartFlow triggers