SmartForm & SmartFlow Integration
Connect your SmartForms to SmartFlow workflows to automate actions based on form submissions.
Integration Options
Single Form → SmartFlow
Use the SmartForm Workflow trigger to run a workflow when a single form is completed.
| Feature | Description |
|---|---|
| Trigger | SmartForm Workflow |
| Fires when | Form is submitted |
| Data available | All form responses |
| Enable as AI Tool | ✅ Make form available in chatbot |
| Embed Link | ✅ Shareable link with optional login |
Sequence → SmartFlow
Use the SmartForm Sequence trigger to run workflows for multi-step form processes.
| Feature | Description |
|---|---|
| Trigger | SmartForm Sequence |
| Fires when | After each form / After sequence / Both |
| Data available | All forms' responses |
| Enable as AI Tool | ✅ Make sequence available in chatbot |
| Embed Links | ✅ Share/delegate forms with unique links |
🔗 Embed Links & Sharing
Every SmartForm and Sequence generates an embed link for easy sharing:
How It Works
| Method | Description |
|---|---|
| Direct link | Copy and share the URL |
| Embed (iframe) | Add to your website or portal |
| Delegation | Assign specific forms to users |
Login Support
Forms can require authentication:
- Users are prompted to login when accessing the link
- Responses are linked to their account
- Track who completed what
Delegation in Sequences
When delegating a form within a sequence:
- Select "Delegate" for the form
- An embed link is generated
- Share the link with the assigned person
- They login (if required) and complete the form
- Sequence continues when all forms are done
Execution Options for Sequences
When using SmartForm Sequences, you control when SmartFlow runs:
| Option | When It Runs | Best For |
|---|---|---|
| After each form | Every time a form in the sequence is completed | Real-time sync, progress notifications |
| After sequence | Only when all forms are completed | Final reports, completion workflows |
| Both | At both moments | Maximum flexibility |
🤖 Enable as AI Tool
Both SmartForm and SmartForm Sequence triggers support the Enable as AI Tool toggle.
What It Does
When enabled:
- The form/sequence becomes a default tool for your AI assistant
- Users can complete it conversationally in the chatbot
- No need to open separate form links
- Works on all channels (web, WhatsApp, Messenger, etc.)
How to Enable
- Create a SmartFlow with SmartForm or SmartForm Sequence trigger
- Click on the trigger node
- Toggle Enable as AI Tool to ON
- Save your workflow
Benefits
| Without AI Tool | With AI Tool |
|---|---|
| User clicks form link | User stays in chat |
| Opens new page/tab | Seamless conversation |
| Manual form filling | AI guides through questions |
| Form abandonment risk | Higher completion rates |
Example: Lead Qualification Workflow
Setup
- SmartForm: Lead qualification questionnaire
- SmartFlow Trigger: SmartForm Workflow
- Enable as AI Tool: ON
Workflow
SmartForm Workflow Trigger (Enable as AI Tool: ON)
↓
AI Request
→ Score lead based on responses
→ Determine qualification level
↓
If Condition: score > 70
├── Yes (Hot Lead):
│ ├── API Call → Create CRM opportunity
│ ├── Send Email → Alert sales team
│ └── Send Message → "Our sales team will contact you within 24h"
└── No (Nurture):
├── API Call → Add to nurture campaign
└── Send Message → "Thanks! We'll send you helpful resources"
User Experience
User: I'm interested in your enterprise plan
AI: I'd be happy to help you learn about our enterprise plan!
Let me ask a few questions to better understand your needs.
What's your company name?
User: TechCorp
AI: Great! How many employees does TechCorp have?
- 1-50
- 51-200
- 201-1000
- 1000+
User: 201-1000
AI: And what's your primary use case?
...
[After form completion]
AI: Thanks for your interest! Based on what you've shared,
our enterprise plan would be perfect for TechCorp.
Our sales team will reach out within 24 hours.
Example: Multi-Step Onboarding Sequence
Setup
-
Sequence with 4 forms:
- Personal Information
- Emergency Contacts
- IT Equipment Request
- Policy Acknowledgment
-
SmartFlow Trigger: SmartForm Sequence
-
Execution: Both (after each form + after sequence)
-
Enable as AI Tool: ON
Workflow
SmartForm Sequence Trigger
↓
If Condition: currentForm.isLast == false
└── Send Email: "Form {{currentForm.index + 1}} of 4 received"
↓
If Condition: currentForm.isLast == true
├── Generate PDF: Onboarding summary
├── Send Email (HR): "Onboarding complete for {{name}}"
├── Send Email (Employee): Welcome package
└── API Call: Create employee in HR system
Available Variables
SmartForm Workflow
| Variable | Description |
|---|---|
form.id | Form identifier |
form.name | Form name |
form.[fieldName] | Each form field as a variable |
form.result | AI-calculated result (if enabled) |
form.submittedAt | Submission timestamp |
form.submittedBy | User who submitted |
SmartForm Sequence
| Variable | Description |
|---|---|
sequence.id | Sequence identifier |
sequence.name | Sequence name |
sequence.forms | Array of all form responses |
currentForm.* | Current form data (when "after each form" enabled) |
sequence.completedAt | Completion timestamp |
Best Practices
1. Start with AI Tool Enabled
For better user experience, enable the AI Tool option so users can complete forms naturally in conversation.
2. Use Sequences for Complex Processes
If you need more than 10 questions, break them into multiple forms in a sequence.
3. Configure Execution Thoughtfully
- After each form: Real-time needs (sync, notifications)
- After sequence: Final processing (reports, completion actions)
- Both: When you need both
4. Test Conversational Flow
When AI Tool is enabled, test the full chat experience to ensure questions are clear and the flow is natural.