Linked Forms

Linked Forms connect your forms to each other so data flows between them instead of being re-keyed. There are two halves:

• Pull-through — a form can read values from a submission of another form and copy them in, read-only, as the user fills it out.
• Automation — when a form is submitted, a workflow can automatically create a pre-filled, assigned follow-up submission on another form (for example, raise a Maintenance Work Order when an inspection fails).

Both are built on the Resource field (type Forms) and the Workflows tab you already use.

Part 1 — Pull-through

Pull-through lets a form reuse data captured in another form's submission. A classic example: a Remediation form that links to an Equipment Inspection submission and pulls the equipment ID, site address, and reported fault across automatically — so the person doing the remediation never retypes them.

How to set it up

1. Open the target form in the Form Builder (the form that will receive the data).
2. Add a Resource field and set its Resource type to Forms.
3. Choose the source form — the form whose submissions you want to pull from.
4. In the field's configuration, open Pull-Through Mappings and add one row per value you want to copy:
   • From (linked form field) — the field on the source submission.
   • Into (this form field) — the field on this form that receives it.
5. Publish the form.

Incompatible targets are disabled in the picker and shown as Incompatible — for example a free-text source can't map into a single-select dropdown, and you can't map into a Calculated, Signature, or Table field.

How it behaves when filling the form

• The Resource field shows a searchable list of the source form's submissions. Selecting one snapshots its values into the mapped fields.
• Mapped target fields become read-only and show "Filled automatically from the selected Form". They can't be edited by hand — they reflect the linked submission.
• Deselecting the source clears the pulled values (it's a snapshot, not a live link — changing the source submission later does not retro-update submissions that already pulled from it).
• A mapped target that is required but whose source value is empty will not block submission.
• If a mapped source field is later removed from the source form, the mapping is skipped gracefully — the target is simply left empty, and the builder shows a warning on the affected mapping.

Pull-through is a snapshot taken at fill time. It records what the source submission said when you selected it, which is exactly what you want for an audit trail.

Part 2 — Automation (Create Submission)

You can have a form automatically raise another form when it's submitted, using a workflow step. This is how you turn a "fail" on an inspection into a tracked work order without anyone re-entering data.

Add a Create Submission step

1. Open the source form and go to the Workflows tab.
2. Create (or edit) a workflow with the trigger When a submission is created.
3. Add a Create submission step and configure it:
   • Target form — the form to create a new submission on.
   • Creation mode — Draft (default) creates an unsubmitted draft: it does not appear in the main Responses feed and waits in the assignee's My Tasks (badged Draft) until they open it and submit. Completed auto-submits the first version immediately, so it lands in the feed as a finished response with no further action needed.
   • Value mappings — copy values from the triggering submission into the new submission. Both the source field and the target field are pickers of the respective form's fields, so there's nothing to type and no risk of a mistyped field name. Once you pick a source field, target fields with an incompatible type are disabled and badged Incompatible — the same compatibility rules as pull-through (e.g. a checkbox can map to a number or text field, but not to a map field) — so you can't wire up a mapping that would silently fail to populate.
   • Assignment (optional) — who should action the new submission.

The new submission also automatically records which submission it came from, and any Forms Resource field on the target form that points back at the source form is set to the originating submission — so the generated form shows its linked inspection in the picker, not just in the panel.

Only raise it under certain conditions

Put a Conditional step before the Create Submission step. The conditional evaluates a rule against the submitted data; if it isn't met, the steps after it are skipped. For example:

Conditional: Condition Rating < 5 Create submission: Maintenance Work Order → assign to the Mechanics group

If the rating is 5 or above, no work order is raised.

Assignment options

A created submission can be assigned to:

• A specific user — a direct assignment to one person.
• A role (Owner / Admin / Manager / Member) — a claimable pool: everyone with that role sees it and any of them can take it.
• A user-tag group (e.g. Mechanics) — a claimable pool for everyone tagged with that group.
• From a field — resolve the assignee from a person field on the triggering submission.

Role and tag assignments are claimable: the task surfaces to everyone in the pool, and the first person to Claim it becomes its owner.

User-tag groups only reach members with a dashboard login. A user-tag group assigns the task to the dashboard users carrying that tag — people who have accepted an invite and can log in to the web app. A tag applied only to worker profiles that have never been invited (no linked login) resolves to nobody: the submission is created but no one sees it in My Tasks and there's no one to Claim it. The workflow builder warns you when a chosen tag has no actionable members. To use a tag group for assignment, make sure its members have dashboard logins.

Notifications on assignment

Whenever a submission is assigned, the assignee gets a bell notification — and this is consistent across both ways an assignment can happen:

• By a workflow — when a Create Submission step raises and assigns the follow-up.
• Manually from the Responses feed — when someone assigns an existing submission from the feed.

For a role or user-tag pool, the whole pool is notified, and non-actionable members (e.g. uninvited worker profiles with no login) are skipped. Notifications are best-effort: if one can't be delivered, the assignment still succeeds.

My Tasks

Assigned submissions show up under Forms → My Tasks. The tab lists everything assigned to you — directly, or via a role/group pool you belong to — with a badge showing how it reached you:

• Assigned to you — a direct, personal assignment.
• Claimable · {role} / Claimable · group — a pool task. Use Claim to take ownership; it then becomes assigned to you directly.

Open any row to view and action the submission.

Clearing finished tasks

A task leaves your queue when it's completed. There are two ways that happens:

• Automatically — when you open the assigned submission and save your changes, your assignment for it is marked done and drops off the list.
• Manually — use Mark done on the row for a task you've actioned elsewhere (or want to dismiss) without editing the submission.

Completing a claimable (role/group) task clears it for the whole pool. Completed tasks no longer appear in My Tasks (the queue only shows active assignments).

Drafts don't show Mark done — a draft has never been submitted, and Mark done would only complete the assignment while leaving the draft hidden from the feed (stranded). Finish a draft by opening it and submitting, or remove it by opening it and archiving it.

Who shows as the submitter

When you submit a draft that a workflow raised, you become its first real version's author, so the Submitted By column in Responses shows your name. Because a workflow-raised submission is created by the system rather than a person, the feed (and the review queue, detail header and version history) falls back to whoever actually submitted the latest version — so an assigned-then-submitted form shows that submitter, never a blank " — ".

Linked Forms panel

Open any submission's detail and switch to the Linked Forms tab to see how it connects to other submissions:

• Source — the submission this one was created from (when raised by automation).
• Submissions created from this one — follow-ups generated downstream.
• Pulls data from — submissions referenced by this form's Resource fields (pull-through).

Every link respects permissions: you only ever see links to submissions you're already allowed to view.

Related

• Field Types — the Resource field used for linking.
• Workflows — the automation engine that runs the Create Submission step.
• Submissions — managing and assigning submissions.