Your First Workflow

Now that you've created a workflow, let's build your first stage by adding a form field. This tutorial picks up from where Getting Started left off, with your workflow open in the builder.

The Workflow Builder

After creating a workflow, you'll land in the Workflow Builder with a single stage called "First stage".

The builder shows:

• Roles panel (left) - Your workflow has a default "Guest" role
• Stage canvas (center) - The "First stage" node with a warning indicator
• Canvas controls (bottom) - Tools for navigating and organizing the canvas

Selecting a Stage

Click on "First stage" to open the stage editor panel.

The stage panel shows:

• Stage title with edit, Set Start, Set End, and delete options
• Section called "basic" with a warning that it has no blocks
• "+ Add Block or Section" button to add content

Adding a Block

Click "+ Add Block or Section" to open the component picker.

The component picker shows available block types:

• Input Blocks - Text Field, Textarea, Number, Email, Phone, Date, URL, Attachment
• Choice Blocks - Single Select, Multi-Select, Poll, Checkbox, Checklist, Todo
• Content & Media - Content, Iframe, Video, Resource, Image Gallery
• Specialized - Discussion, Review
• Sections - Basic Section, Sheet Section

Click "Text Field" to add a single-line text input to your stage.

Configuring the Block

After adding a Text Field, the block configuration panel opens.

The configuration panel includes:

• Label (required) - The title shown to users
• Hide label in session - Option to hide the label from participants
• Placeholder - Hint text shown before users enter a response
• Description - Rich text instructions to help users understand the field

Fill in the Label (e.g., "Your Name") and add a Description to guide users.

Sheet and Column Settings

Scroll down in the configuration panel to see the data binding settings.

These settings control where the collected data is stored:

• Output Sheet - The sheet where responses will be saved (defaults to your workflow's sheet)
• Select or Create Output Column - The column that will store this field's data
• Required - Whether users must complete this field before proceeding

The column name is auto-suggested based on your label.

Saving Your Block

Click Save to save your block configuration.

Your block is now saved and appears in the stage panel showing:

• The block type (Text Field)
• The sheet and column binding
• The label and description

You've successfully added your first form field! Continue adding blocks to build out your workflow stage.

Adding a Second Stage

Now let's add another stage to create a multi-step workflow. You can create new stages by dragging from an existing stage's connection point.

To add a new stage:

1. Hover over the green circle at the bottom of "First stage" (the source handle)
2. Click and drag downward to create a new connection
3. Release to create a new stage called "New stage 2"

Your workflow now has two connected stages. The new stage opens automatically in the stage panel, showing:

• Stage title "New stage 2" with edit and delete options
• Warning that the stage has no outgoing transitions and isn't marked as end
• Empty section waiting for blocks

Adding a Content Block

Let's add a Content block to display a completion message. Click "+ Add Block or Section" to open the component picker.

Scroll down to Content & Media and click "Content" to add a rich text content block.

Editing Content

After adding the Content block, the rich text editor opens.

The content editor includes:

• Toolbar with formatting options (bold, italic, underline, strikethrough)
• Alignment buttons for left, center, right, and justify
• Headings dropdown for text hierarchy
• Lists for bullets and numbered items
• Media options for images, tables, and more
• Text area with placeholder text "Your content goes here!"

Writing Your Content

Type your completion message in the editor.

For example: "Thank you for completing this workflow. Your submission has been received and will be reviewed shortly."

Click Save Changes (the checkmark icon) to save your content.

Workflow with Two Stages

After saving, your workflow now has two complete stages.

You've successfully built a two-stage workflow with:

• First stage - A form collecting user input with a Text Field
• New stage 2 - A completion message using a Content block

From here, you can:

• Add more stages and blocks
• Configure transitions between stages
• Set up roles and permissions
• Publish your workflow to start collecting responses

Fixing Validation Errors

You may notice a warning indicator in the top toolbar showing validation errors. Click on the error count (the red triangle with a number) to open the Workflow Validation dialog.

The validation dialog shows:

• Error count - Total number of issues to fix (2 Errors)
• Error list - Each validation issue with expandable details

The two errors shown are:

1. "Workflow needs an end stage" - Every workflow must have at least one stage marked as the endpoint
2. "Stage 'New stage 2' has no outgoing transitions but is not marked as an end stage" - A stage without outgoing connections must be designated as an end stage

Click Close to dismiss the validation dialog.

Setting an End Stage

To fix the validation errors, click on "New stage 2" to open the stage panel.

The stage panel header shows:

• Stage title "New stage 2" with an edit button
• Set Start - Marks this stage as a workflow starting point
• Set End - Marks this stage as a workflow endpoint
• Delete button to remove the stage

The warning banner explains why this stage needs attention. Click "Set End" to mark this stage as an endpoint.

After clicking Set End:

• The "Set End" button changes to "Unset End" (shown with a filled red circle)
• The warning banner disappears from the stage panel
• The warning triangle disappears from the stage node
• A red end indicator appears on the connection line
• The validation errors are resolved

Your workflow is now valid and ready for publishing!

Previewing Your Workflow

You can preview your workflow at any time—even while it's still in Draft mode. You don't need to publish your workflow to test it. This lets you verify your form fields, content, and flow before making it available to participants.

There are two ways to access the preview.

Option 1: Eye icon on stage nodes

Each stage node has an eye icon (👁) in the top-left corner. Click this icon to preview that specific stage directly.

Option 2: Start menu

Click the Start button in the top toolbar to open the start menu.

The Start menu provides three options:

• Preview - Opens a preview session starting from the first stage
• Start Links - Generate shareable links for participants to start sessions
• Manual Start - Manually start a session for specific participants

Click Preview to open the workflow preview in a new tab.

The Preview Experience

The preview shows exactly what participants will see:

• Header - Shows "PREVIEW" badge with workflow name and date
• Admin button - Toggle the admin panel for workflow navigation
• Stage title - Current stage name with "Active" status badge
• Role badge - Shows the current role (e.g., "Guest")
• Form content - The configured blocks and fields
• Progress indicator - Shows "1/2" (stage 1 of 2)
• Navigation - "Back" and "Complete and Next" buttons
• Close button - Exit the preview and return to the builder

Use preview mode to test your workflow flow and verify that all content displays correctly before publishing.

Publishing Your Workflow

When your workflow is ready for participants, you need to publish it. In the top toolbar, toggle the Draft/Published switch from "Draft" to "Published".

Once published:

• The toggle shows "Published" with a green indicator
• The workflow becomes available for sessions
• You can still edit the workflow while published

Creating Start Links

Start links allow users to begin sessions without being workspace members. Click Start in the top toolbar, then select Start Links.

The Manage Start Links dialog explains that self-service links let users start sessions without workspace membership and allow you to pre-assign roles.

Single Session vs Multiple Sessions

When creating a link, you can enable "Limit to one session per user":

• Enabled - Each person can only start one session with this link. Ideal for applications, surveys, and tests where you want one submission per user.
• Disabled - Users can start multiple sessions with the same link. Useful for repeatable processes.

⚠️ Important: This setting cannot be changed after the link is created.

Click Create Link to generate the start link.

Configuring Start Link Roles

After creating a link, you'll see the generated URL and role assignment options.

The link shows:

• Creation date and usage count
• "One session per user" badge (if enabled)
• Guest role assignment with an icon to configure
• Shareable URL for participants
• Copy and Disable buttons

Click the people icon next to the Guest role to assign specific users.

You can choose:

• A specific workspace member - Pre-assign a known user to this role
• Self-Service User - Whoever clicks the start link will be assigned to this role

For most public-facing workflows, select Self-Service User. This means anyone who uses the start link will automatically become the Guest for that session.

The "SU" badge on the Guest role indicates Self-Service User is selected. Click Done when finished configuring your start link.

You can now share the start link URL with participants. When they click the link, they'll be able to start a session and will be assigned to the Guest role automatically.

The Start Link Landing Page

When participants click a start link, they see a landing page with information about the workflow.

The landing page shows:

• Workspace name - "My First Workspace" in the header
• Invitation message - "You have been invited to start a session"
• Workflow title - "My First Workflow"
• Author - Who created the workflow
• Description - "A simple onboarding workflow"
• Role information - Expandable section showing assigned roles
• Start Session button - Begins the workflow session

Click "Show role information" to see which role you'll be assigned.

The expanded role section shows:

• Guest role with a "You will be assigned to this role" badge
• Role description - "Default role for workflow participants"
• Your email - Confirms your identity for the session

Click Start Session to begin the workflow. You'll be taken directly to the first stage.

Next steps: To learn about the session experience from a participant's perspective, see the Sessions section.