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
4.3. Show or Hide the Sheets Report in the Final Email
4.4. Show File Attachment Links on Emails
4.5. Resend Email to Recipient & Edit Recipient Email
4.8. 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. Form Owner Approves on Behalf of Recipients
6.17. Bulk Actions: Approve, Reject, and Cancel
Learn about the default dynamic fields available in PerformFlow and how they appear in your custom email templates.
Default Dynamic Fields
Below is the list of default dynamic fields you can use in your PerformFlow email templates. Each field automatically pulls data from your workflow or form submission.
<<Request Number>>represents the request number of a submission.<<Form Name>>displays the title of the form.<<Respondent Email>>shows the email address of the person who submitted the form.<<Form Response Table>>displays a table containing all form questions and their corresponding answers. (Email content only)<<Approval Actions>>generates approval buttons, including Approve/Reject & Comment, One-click Approve, and One-click Reject. (Email content only)<<Approve/Reject & Comment>>shows only the “Approve/Reject & Comment” button.<<One-click Approve>>shows only the “One-click Approve” button.<<One-click Reject>>shows only the “One-click Reject” button.
Tip: By default,
<<Approval Actions>>includes all three buttons. Use these subfields to rearrange buttons, add descriptions between them, or remove unnecessary buttons.<<Document Button>>displays a button that opens the generated document.
The label changes based on user permission — Can View, Can Edit, or Can Comment.<<Approval Status>>shows a table of approval status for all recipients. (Email content only)<<Edit Response URL>>includes a link allowing the respondent to modify their submitted request.To insert as a hyperlink:
Type the text where you want to add the link in the Email Template Dialog.
Highlight the text and click the Hyperlink icon.
Enter
<<edit response url>>In the URL field and click Save.The link is now inserted into your chosen text.
<<Response Sheet URL>>includes a link to the Response Sheet (Spreadsheet).<<Request Date>>displays the submission date and time of the request.<<Overall Status>>shows the overall approval status of a request.<<Last Approver>>displays the name of the most recent person who approved the request in the workflow.
Custom Dynamic Fields
In addition to the default fields, you can create your own custom dynamic fields using the form’s question titles.
This lets you display specific responses in email notifications and generated documents.
Example:
Suppose you want to display the “Supervisor’s Name” from your form.
Add<<Supervisor’s Name>>into your custom email template.
To create a custom dynamic field:
Open the Email Template Dialog and choose a Custom Template.
Insert your field name in double angle brackets — for example:
<<Supervisor’s Name>>.Save the template.
You can combine default and custom dynamic fields in the same email.