Workflow Automation

Turn every form into a powerful engine that guides data through your processes.

Streamline collaboration between teams, clients, and guests for seamless handoffs, cleaner data, and workflows that reach the finish line.

Built for Multiple Users,
With Custom Processes

Bring everyone into the process — clients, employees, managers, and entire teams — and give each role the access and visibility they need.

Model your organization’s exact workflow with fully customizable statuses, actions, and roles.

With

Cognito Forms Workflow,

conditional logic automatically routes each entry based on field values or user selections — keeping everything moving smoothly and intelligently.

Create Your First Workflow

From Form Submission to Success

All the work happens on the form submission itself. Everyone knows what’s next, and nothing gets lost between tools and teams.

From Form Submission to Success

All the work happens on the form submission itself. Everyone knows what’s next, and nothing gets lost between tools and teams.

No two businesses are the same — so why use the same workflow?

Our

Team plan

helps you include every client, coworker, or manager in your process, creating a tailored experience that fits the way you work.

Try for Free for 14 Days

No two businesses are the same — so why use the same workflow?

Our

Team Plan

helps you include every client, coworker, or manager in your process, creating a tailored experience that fits the way you work.

Try for Free for 14 Days

Secure communication

Data stays protected at every step, you stay compliant with privacy and industry regulations, and the system prevents unauthorized data use or tampering.

patient-registration

Progressive data collection

Gather data in multiple stages at the optimal time in your process. This approach simplifies user interaction to avoid overwhelm.

event-rsvp

Better data quality

Form validation and conditional logic prevent errors at the source and dramatically improve the accuracy, consistency, and usability of your data.

date-image

Complete visibility

Every stakeholder sees exactly what they need, when they need it (and nothing they don’t need).

managerial-view

Scalable + adaptable

As your organization evolves, online forms handle more data, users, and complexity, without increasing workload or sacrificing quality.

managerial-view

Repeatable process

Design once, automate forever. Your team saves time by replacing manual repetition because every form is handled on autopilot.

parent-teacher-conference

Secure communication

Data stays protected at every step, you stay compliant with privacy and industry regulations, and the system prevents unauthorized data use or tampering.

patient-registration

Progressive data collection

Gather data in multiple stages at the optimal time in your process. This approach simplifies user interaction to avoid overwhelm.

event-rsvp

Better data quality

Form validation and conditional logic prevent errors at the source and dramatically improve the accuracy, consistency, and usability of your data.

date-image

Complete visibility

Every stakeholder sees exactly what they need, when they need it (and nothing they don’t need).

managerial-view

Scalable + adaptable

As your organization evolves, online forms handle more data, users, and complexity, without increasing workload or sacrificing quality.

managerial-view

Repeatable process

Design once, automate forever. Your team saves time by replacing manual repetition because every form is handled on autopilot.

parent-teacher-conference

Secure communication

Data stays protected at every step, you stay compliant with privacy and industry regulations, and the system prevents unauthorized data use or tampering.

patient-registration

Progressive data collection

Gather data in multiple stages at the optimal time in your process. This approach simplifies user interaction to avoid overwhelm.

event-rsvp

Better data quality

Form validation and conditional logic prevent errors at the source and dramatically improve the accuracy, consistency, and usability of your data.

date-image

Complete visibility

Every stakeholder sees exactly what they need, when they need it (and nothing they don’t need).

managerial-view

Scalable + adaptable

As your organization evolves, online forms handle more data, users, and complexity, without increasing workload or sacrificing quality.

managerial-view

Repeatable process

Design once, automate forever. Your team saves time by replacing manual repetition because every form is handled on autopilot.

parent-teacher-conference

No Code Workflow Builder

Build sophisticated workflows—no IT support or big budgets required.

Visual workflow designer
Drag-and-drop interface for mapping your custom workflow

Form-based Workflow
Add workflow triggers directly to actions on form(s)

Custom logic
Set up complex approval chains, escalations, and conditional routing

Try our AI workflow generator or pre-built templates

Start with proven workflows for common business scenarios.

Browse Templates Generate with AI

Try our AI workflow generator or pre-built templates

Start with proven workflows for common business scenarios.

Browse Templates Generate with AI

Role-Based Routing and Tasks

Engage the right people at exactly the right moment

Internal and external users

Share secure, role-specific links that show each person involved in the Workflow only what they need to see.

Automate task assignments

Route tasks based on form responses, business rules, or custom logic. Every step reaches the right person, every time, without manual intervention.

Dynamic due dates

Set flexible deadlines that adjust based on when the workflow starts or previous steps are completed.

Due date reminders

Send automatic reminders before or after due dates to help participants complete their tasks on time.

App & email notifications

Trigger instant alerts when forms are submitted, tasks are completed, or any action is taken.

Parallel tasks

Allow multiple people to work on different steps at the same time, instead of waiting on another.

Conditional logic for routing

Go beyond simple assignments by adding rules that dynamically determine who gets assigned which task - based on role, department, or any field selection.

Audit trail

Maintain visibility into every action taken on every entry. See who did what and when to ensure accountability and compliance.

Custom permissions

Fine-tune access based on role or status. Apply permissions at the form, section, or even field level-so sensitive data stays protected while teams stay productive.

“Non techies, this is for you. Small [businesses] need automation to keep costs down. Cognito is a great choice to start on workflows for your company.”

~Stef B

Popular Workflow Solutions

Workflow links

Share secure, role-specific links that show each person involved in the Workflow only what they need to see.

Workflow tasks

Assign and track completion of workflow steps.

Client portal

Gives clients, partners, and members a secure, self-service portal to submit forms, view their previous submissions, and track progress - all in one place.

Document generation

Auto-create PDFs and Word documents.

Smart notifications

Context-aware email and in-app alerts.

Lookup fields

Connect data across forms.

Ready to Automate Your Workflows?

Start your 14-day trial today no credit card required, full access to all premium team features.

Start Free Trial

Ready to Automate Your Workflows?

Start your 14-day trial today no credit card required, full access to all premium team features.

Start Free Trial

FAQ

Workflow automation refers to the use of tools to streamline repetitive tasks, improving accuracy and efficiency. It eliminates manual processes that consume time and resources, allowing your team to focus on higher-value work.

Cognito Forms Workflow automation is a set of actions that trigger notifications, assign tasks to specific roles, and update form statuses. Tasks could include requesting additional data, approvals, signatures, payment, or generating documents.

Yes, Cognito Forms supports integration with most of your existing tools with direct integrations, API, or JSON webhooks, or third-party automation tools, like Zapier.

Very easy!

Choose your starting point

Browse our workflow template library
Use AI to generate a form with workflow
Start from scratch with our drag-and-drop builder

Customize for your business workflows

Add data collection fields
Set up roles and permissions
Configure notifications, actions, and statuses
Customize with brand logo and colors

Launch and iteration

Invite team members and external participants
Monitor performance
Refine based on data bottlenecks and feedback

Cognito Forms utilizes advanced encryption and compliance measures to safeguard your data. Role-based permissions ensure only authorized users can access sensitive information.

Yes, Cognito Forms’ automation tools are scalable and designed to adapt as your business expands, from small teams to enterprise operations. Create a workflow once, and whether you get one or a thousand, every incoming form submission will run smoothly following the same automation rules.