Tips to Set Up Your First Workflow
Mode 1: Create Approval Workflow Only
1.1 Add Static & Dynamic Recipients
1.3 Set Conditions for Recipient
Mode 2 & 3: Generate & Send PDF/document only
2.1 How to generate PDF/document
2.2 Common file template errors
2.3 Send PDF/documents to recipients
2.4 Send PDF/documents to respondents
3.1 Combine Modes – Setup File Template
3.2 Combine Modes – Add recipients
Email Settings & Features:
4.1 Options for Sending Final Email
4.2 Enable/Disable Sheets Report on Final Email
4.3 Show File Attachment Link On Emails
4.4 Resend Email to Recipient & Edit Recipient Email
4.6 Dynamic Fields of Custom Email Template
4.7 Set Conditions for Custom Email Template
Team Plan:
Additional Features:
6.1 Set Reminder & Auto Approve/Reject
6.2 Resend All Pending Requests
6.5 Approval Link Authentication
6.7 Transfer Paid Plan To Other User
6.8 Avoid Automatic Approval/Rejection
6.11. Cancel a Request via Email
6.13. Change Decision for Recipients
6.15. Approve via Dashboard for Recipients
6.16. Set Conditions for Destination Folders
6.17. Form Owner Approves on Behalf of Recipients
1. How to customize your email templates.
Step 1: Open the Add-on Configuration menu, scroll down to the end and click on “Custom Email Template”.
Step 2: An Edit Email Template Dialog opens and you can choose one of the options below.
- Use Default Template: the email notification, including its subject and body, will be automatically designed and sent by our system.
- Use Custom Template: The email subject and body will depend on your customization, helping to identify specific requests or issues, as well as your email positioning.
After choosing your own kind of template, click the “Save & Close” button if there is no modification further.
Step 3: When Edit Template Dialog closes, remember to click the “Save” button in the configuration menu to finish your email customization setup and update all of the changes made.
* Note: Depending on the current mode, the Edit Email Template Dialog will show the number of email templates can be modified accordingly. For example:
- In “Create Approval Workflow” mode, there are 6 templates in total that can be customized:
- In “Generate & send document/PDF“, there are 2 templates in total that can be customized.
- In “Combine all mode“, there are 17 templates in total that can be customized.
2. Guidelines for dynamic fields:
Dynamic Field is the information display or button/action that PerformFlow creates to automate your sending emails workflow, which recognized only in the marker: << >>
Please find details on what can be customized in the following table:
| Field | Description |
| <<Request Number>> | Request Number |
| <<Form Name>> | Title of the form |
| <<Respondent Email>> | Email address of the form respondent |
| <<Form Response Table>> | Table including questions and answers of submissions (Email content only) |
<<Short Form Response Table>> | A form response table without empty answers |
<<Approval Actions>> <<Approve/Reject & Comment>> | Showing 3 buttons: Approve/Reject & Comment, One-click Approve, One-click Reject Showing 1 button: Approve/Reject & Comment Showing 1 button: One-click Approve |
| <<Document Button>> | Button to open generated document. Label of button changes depend on each role: Can view, can edit, can comment |
| <<Approval Status>> | Approval Status Table of Recipients (Email content only – Apply for Approval Workflow Mode and Combine Mode) |
| <<Edit Response URL>> | Link to modify submission |
| <<Response Sheet URL>> | Link to Response Sheet (Spreadsheet) |
| <<Request Date>> | Submission time |
| <<Overall Status>> | Overall status of request (Apply for Approval Workflow Mode and Combine Mode) |
* Note:
Caps lock or lower case is not distinguished in dynamic fields.
For example: <<Request Number>> and <<request number>> are the same.If there is any dynamic field available, you should keep it as default.
For example: <<Request Number>> or <<Respondent Email>>If you delete any field or enter the text wrongly (adding extra comma, typo, etc), the flow cannot work.
For example: <<form response table => lack of >>
Or <<form response table>> => extra comma
We would highly recommend you copy exactly the dynamic fields in this table in your Edit Email Template Dialog.
Each mode can be inserted with particular dynamic fields but not all fields, you can check it here to insert accurately:
This custom email template feature will be available for Individual Plan and Team Plan users only.
Once your subscription expires and automatically sets to Free Plan, these customized email templates shall be retained within the next 30 days, then they will be deleted from our system and set to default templates. After 30 days, you must set up these email templates from scratch.
That’s it! Enjoy automating the approval workflow & generating PDF files at ease with PerformFlow!