Workflows in Array

Workflows are a powerful feature within Array that allow you to automate tasks, route form submissions, and trigger specific actions based on responses. Whether you're managing a field team, routing information to departments, or tracking progress through stages — Workflows help reduce manual effort, save time, and improve efficiency.

What Are Workflows?

Workflows allow you to:

Automatically send form submissions to specific people or departments.
Trigger email notifications based on responses.
Update submission statuses.
Filter and view submissions based on workflow stages.

You can create simple workflows directly in the form builder using dropdowns, radio buttons, checkboxes, and logic. For more complex needs, bespoke workflows can be created by the Array team.

Common Workflow Use Cases

Field staff notifying management when a job is completed.
Call centers escalating warm leads to sales teams.
Departments receiving task-specific submissions.
Managers filtering submissions by workflow stage or location.

Step 1: Add a Dropdown Field

Drag a Dropdown into your form and add relevant options (e.g. team member names, departments, lead statuses).

Example:
A call center rep selects:

Assigned To: John
Lead Status: Hot

Step 2: Create Email Templates

Go to the Email Templates section and:

Create individual templates for each recipient (e.g. John, Sarah), or
Create a generic template and use logic to personalize the email content and recipients.

How to Create Email Templates →

Step 3: Set Up Email Copy in the Form

Within the form builder:

Click Settings > Email Copy
Choose your template.
Apply Logic Rules to trigger the email when specific dropdown selections are made.

Example logic:
IF Assigned To is "John" AND Lead Status is "Hot" → Send Email to John

📌 You can also use:

Radio Buttons
Checkboxes
Text fields
to trigger workflows using the same method.

Workflow Example: Email Notification

Let’s say you want to notify a sales rep when a lead is marked as "Hot".

Add a dropdown for selecting the sales rep.
Add another dropdown or radio button for lead warmth.
Set logic on your email copy:
- IF Rep = John AND Lead = Hot → Send email to John.

Below: Logic settings inside an email copy to trigger emails based on user input
(Insert screenshots here)

Using Form Logic for Automation

Besides triggering emails, workflow logic can also:

Assign internal flags (using admin fields).
Filter submissions in Reports based on field values.
Drive decisions for escalation or delegation.

These fields help teams filter relevant data in real time using custom views or filters in the Reports section.

Bespoke Workflows

If your use case is more advanced, we offer bespoke workflows that are built and configured by the Array development team.

Bespoke workflows enable:

Changing the status of multiple submissions at once.
Assigning tasks or forms based on form inputs or stages.
Displaying or hiding submission data depending on the user/team.
Triggering advanced notifications and escalations.
Managing approval chains and multi-stage processes.

Bespoke workflows are ideal for:

Approval processes
Escalation chains
Department-based permissions
Automated task delegation

Need a custom workflow? Contact our team →

Tips & Best Practices

Use naming conventions in dropdowns to simplify logic.
Test logic rules using sample submissions before publishing.
Combine workflows with Tags, Tasks, and Reports for full operational oversight.
Use admin-only fields to store internal workflow data.

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