Definition

The Zenphi Form trigger initiates a flow automatically whenever a response is submitted through its unique, generated form URL. This trigger features a fully integrated form builder, allowing you to create and customize your form directly within the Zenphi flow designer. This eliminates the need for external services like Google Forms, providing a seamless, all-in-one solution for data collection and process automation.

The Zenphi Form Advantage in Automation

Using the integrated Zenphi Form builder provides significant advantages over external form tools, enabling more powerful and intelligent automations.

• Conditional Form Logic with Rules: Build dynamic, interactive forms by applying Rules to sections. You can show or hide entire groups of fields based on a user's answers to previous questions. This creates a tailored, clean, and logical experience for the respondent, ensuring they only see relevant fields.
• Live Data with Look-up Fields: This powerful feature allows you to populate field options directly from a Zenphi Table. You can define conditions to retrieve a specific list of data (e.g., all active projects, a list of customers in a specific region) and display it as a dropdown or checkboxes. This ensures your form data is always current and accurate.
• Native Signature Capture: Collect legally-binding electronic signatures directly within the form. This is a critical advantage for approval workflows, contract acknowledgments, and HR processes, eliminating the need for separate e-signature platforms.
• Dynamic & Secure Field Options: Standard fields like dropdowns, multiple-choice, and checkboxes can be dynamically populated with options from secure sources. You can pull values from Vaults (e.g., a list of approved vendors) or use the Initiator's details (e.g., automatically including the submitter's email as an option) to personalize the form.
• Atomic Design and Versioning: The form is an integral part of the flow. When you clone, update, or revert a flow, the form is versioned along with it. This ensures you never have a mismatch between your flow logic and the form version, creating a single source of truth.

Example Use Cases

1. New Hire OnboardingCreate a form that shows different hardware options based on the selected department and requires a signature to acknowledge the IT policy.
2. Project Intake RequestsUse a Look-up field to have users select an existing client from a Zenphi Table, ensuring data consistency and preventing manual entry errors.
3. Contract ApprovalAn internal user submits a form with contract details. The flow sends it to a manager, who receives a link to a second Zenphi Form to review the details and provide their approval using a Signature field.
4. Conditional Run: Filter Test SubmissionsUse a condition to automatically skip flow runs that are triggered by test submissions, for example, by filtering out any submission where the email address contains "@test.com".

Configuration

Configuring the Zenphi Form trigger is a two-step process that happens entirely within the flow designer.

Step 1: Form Builder

You build your form directly within the trigger configuration window using a simple, drag-and-drop interface. You can group fields into sections and apply Rules to control their visibility.

Key configurable fields include:

• Short Text & Paragraph: For text-based input.
• Multiple Choice, Checkbox, Dropdown: For predefined selection options. These can be populated with static values or dynamically using data from the Initiator or Vaults.
• Look-up: A powerful field to pull live data from a Zenphi Table and display it as a dropdown or checkboxes.
• File Upload: Allows respondents to upload one or more files.
• Signature: Captures an electronic signature directly on the form.
• Date Time, Date Only, Time Only: Specialized fields for capturing date and time information with precision.

Step 2: Invocation

A Zenphi Form is not live until the flow is published. The act of publishing generates the unique URL needed to access and submit the form.

1. After designing your form in the Form Builder, save the trigger.
2. Publish your flow.
3. After the flow is published successfully, navigate to its Invocation tab. Here, Zenphi provides the unique, shareable URL for your form. This is the link you will provide to users to trigger the flow.

Conditional Run

The Conditional Run feature lets you set specific conditions that must be true for the flow to start. If the form is submitted but these conditions are not met, the flow will be skipped. This is crucial for filtering out unwanted submissions so that your flow only runs on relevant data.

Outputs

The trigger's outputs are organized into two categories: details about the person who submitted the form (Initiator) and the data they entered (Form Data). These outputs are available throughout your flow via the Token Picker.

Initiator Details

This object contains metadata about the submission itself.

• Submitter's Email: The email address of the user who submitted the form. This is automatically captured if the user is logged into their Google account within your organization.
• Submission Time: The exact date and time the form was submitted, in UTC.
• IP Address: The IP address from which the form was submitted.

Form Data

This object contains the responses for each field you created in the Form Builder, including text, selections, dates, file objects, and saved signature images.

Example: Automate New Hire Onboarding

Trigger Setup:

1. Form Builder:
   • Create a Zenphi Form titled “New Hire Setup”.
   • Add Text fields for “Full Name” and Date field for “Start Date”.
   • Add a Dropdown for “Department” (e.g., Sales, Engineering, Marketing).
   • Create a section named “Laptop Selection” and add a Multiple Choice field for “Choose your Laptop”. Apply a Rule to this section so it is only displayed when the “Department” field equals “Engineering”.
   • Add a Signature field with the label “I acknowledge and agree to the company IT policy.”
2. Conditional Run:
   • To prevent test submissions from creating real accounts, set a condition to run the flow except when the Submitter's Email contains @test.com.
3. Invocation:
   • Publish the flow.
   • Copy the form URL from the Invocation tab and share it with the HR team for their onboarding process.

Flow Actions:

1. Create User Account:

   Use the Google Workspace: Create User action, populating details from the form outputs.

2. Save Signed Policy:

   Use the Google Drive: Upload File action to save the output from the Signature field into a secure "Signed Policies" folder for compliance records.

3. Notify IT:

   Use a Send message to a channel action to alert the IT team.