This article explains how to set up a workflow that fires automatically when a form is submitted in HappyFox Workflows, and how to use the submitted field values and metadata as trigger data in your workflow.
Prerequisites
- A form must already exist in HappyFox Workflows. To create one, navigate to Manage > Forms and click +.
- The form's public link must be enabled. Open the form, click Share Link, and toggle Enable to make the link Accessible on. Forms shared via this link — or via the Generate Form Link action in a workflow — are the sources the Form Submitted trigger listens to.
Note: The Form Submitted trigger does not capture submissions from forms embedded or submitted through channels other than the shareable public link.
Setting up the trigger
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Click + Create Workflow in the top-right corner of HappyFox Workflows.
The Create New Workflow dialog.
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Enter a name in the Workflow Name field. Optionally, toggle Enable email notification for failed workflows on.
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Click Create Workflow.
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On the workflow canvas, click the trigger block — it appears as the first numbered node on the canvas — to open the trigger selector.
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Under Workflows, select Form Submitted.
The trigger selector showing Workflows triggers, including Form Submitted.
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In the Select the Form dropdown, choose the form you want this workflow to watch.
The Form Submitted trigger configuration panel with the form dropdown expanded.
Step 1: Submit a test form response
- Open the form's public link in a browser and submit a test response with representative field values.
Note: HappyFox Workflows needs at least one real submission to populate the trigger data list. If no submissions exist yet, the Received Trigger Information panel is empty until you complete this step.
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Return to the trigger configuration panel and click Refresh next to "Last refreshed." Your test submission appears in the trigger data list, identified by its submission ID and timestamp.
The Received Trigger Information panel showing a recent test submission.
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Select the test submission from the list.
Step 2: Review trigger data and proceed
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Review the trigger details panel. It shows every field value submitted with the form — including individual field responses, the Triggered Form Id, Triggered Form Name, Source, Submitted At timestamp, and Form Link Id.
The trigger details panel showing form field values and submission metadata.
Note: Multi-option fields expose both their selected IDs and their display values as separate variables. For example, a multiple-option field named "locations" provides 3671 Multiple Option Field Values (the text labels) alongside 3671 Multiple Option Field Ids (the numeric IDs). Use the Values variables in message text; use the IDs when passing data to actions that require identifiers.
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Optionally, click Add Trigger Condition to filter which submissions fire the workflow. Trigger conditions on the Form Submitted trigger work the same as on any other trigger type — use Search Details to find a specific field, then set the condition value and logic.
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Click Proceed to confirm the trigger and continue building your workflow. All form field values and metadata from Step 10 are now available as variables in every subsequent action.
Next steps
Your workflow is now configured to fire on every submission of the selected form. Next, add actions to route or process the form data — for example, creating a ticket, sending a notification, or writing the response to a connected app.