Triggers

A trigger is a component that will kick off a workflow under specified conditions.

Smartform

A Smartform can trigger a workflow. The reason could be to update data from a Smartform into other systems or look up data. The options are endless.

Submit

You can define that Submit in a Smartform is the action that will trigger the Workflow. When selecting this trigger action you will have to select which of your active Smartforms that will be connected as triggers.

Element Change

A Smartform can trigger a workflow when an element is assigned an active workflow from the “Integration: Workflow - On Value Change” dropdown in the element properties. When the selected element’s value changes, the assigned workflow is triggered. The workflow can then collect data from the Smartform, retrieve additional information via a REST API, and update the Smartform with new data.

For example, when a user enters an organization number, the workflow can automatically look up the company details and populate fields such as the company name and other relevant information.

On load

This trigger activates the Workflow when a Smartform is loaded or opened by a user for the first time. It is useful for preparing or pre-filling data before the user begins interacting with the form. For example:

• Use an API call to retrieve user-specific data (e.g., name, membership status, or custom fields) and pre-fill the Smartform.

Webhook

A Webhook is a trigger that starts your Workflow when an external system or application sends data to it. It allows your Workflow to respond automatically to events or updates from other tools.

When you use the Webhook trigger, a unique Webhook URL is generated. You can provide this URL to external systems or services. Whenever those systems send data to the URL, the Workflow is initiated, enabling seamless automation.

Cron

Cron is a system for scheduling tasks at specific times or intervals, commonly used for automation and repetitive workflows. It’s a flexible and powerful way to ensure your tasks run exactly when you need them.

Cron (Standard)

For users familiar with cron expressions, this option provides precise scheduling capabilities. Cron expressions define workflows that run at specific intervals, such as:

• 0 0 * * * — Runs daily at midnight.
• */15 * * * * — Runs every 15 minutes.
• 0 9 * * 1-5 — Runs at 9:00 AM on weekdays.

Cron Calendar

This user-friendly interface lets you schedule triggers without writing cron expressions. You can:

• Set specific trigger times (e.g., 12:00 AM UTC).
• Choose repeat intervals like daily, weekly, or custom (e.g., every 3 days).
• Select specific days of the week for the trigger (e.g., Monday, Wednesday, and Friday).

Editor

Editor Onload

This event triggers the Workflow to retrieve custom input data before the Editor document (DXML file) is created by a user. It’s ideal for initiating processes that need to run when creating DXML begins, such as pre-filling fields or fetching relevant data

QA Before Completion

This event triggers the Workflow during the quality assurance phase, just before the editing process is finalized. It can be used to verify data or ensure certain criteria are met before completion.

Editor on Completed

Triggers the Workflow when the editing process is fully completed. This is useful for actions like notifying stakeholders, updating archive, or initiating subsequent steps in the process.

PDF Created

This event triggers the Workflow when a PDF version of the online document is generated. It’s particularly helpful for tasks like saving the document to a specific location, sharing it with other systems, or sending it to a client.