This article explains how to use the Generate Form Link action to create a shareable link to a HappyFox Workflows form from within a workflow, with optional prefilled values, metadata, and an expiration date.
Applicable Plans: Available on all plans.
Prerequisites
- The form you select must already have shareable access enabled. Only forms with shareable access enabled appear in the Form dropdown.
Available options
| Option | Description |
|---|---|
| Form | Selects the form to generate a shareable link for. Required. Only forms with shareable access enabled are available for selection. |
| Prefill Field Values | Prefills specific form fields so the person opening the link sees those values already filled in. Optional. Add one or more field-value pairs. |
| Include Metadata | Attaches extra key-value data to the generated link for use in later actions or reporting. Optional. Add one or more key-value pairs. |
| Allow Multiple Submissions | Controls whether the same link can be used to submit the form more than once. Optional toggle; off by default. |
| Link Expiration Date | Sets when the link stops working. Optional. Accepts a specific future date, or a number, which is treated as that many days from now — for example, entering 2 sets the link to expire in two days. |
How to use it
- Add the Generate Form Link action to your workflow.
- Select the form from the Form dropdown.
Note: Only forms with shareable access enabled appear in this list.
- To prefill form fields, click + next to Prefill Field Values.
- Select the field to prefill from the Field dropdown. The available fields depend on the form you selected in step 2.
- Enter the value to prefill into that field in the Value field.
- Repeat steps 3–5 to prefill additional fields.
- To attach metadata to the link, click + next to Include Metadata.
- Enter a name for the metadata field in the Key field.
- Enter the corresponding value in the Value field. Use Insert Merge Fields to insert a dynamic value, such as the ticket ID.
- Repeat steps 7–9 to add additional metadata pairs.
- Toggle Allow Multiple Submissions on if the same link should accept more than one submission.
- Enter a date in Link Expiration Date if the link should stop working after a specific date.
- Click Save and Test to confirm the action runs as expected.
Once the action runs, its output includes the generated Form Link, along with the Expires At, Expiry Date, and Is Multi Submission values, plus any metadata pairs you defined. The Form Link value is available as a merge field in subsequent actions — for example, to insert the link into an email reply or a chat message.
The generated form link is now ready to use in later actions in your workflow. Next, learn how to capture and route the resulting form response data once someone submits the form through this link.