Customer Forum

Creating form workflow

External Posted: 2013-10-30 16:12

 Is there any way to create a workflow on a form?


I.E.  On the quotations form, not allow creating a PDF or Sending via e-mail a quotation until a certain field is filled in?



External Posted: Mon, 11.11.2013 - 13:48



Unfortunately, your're not able to control access to the PDF in the way that you need i.e. when a particular field is populated. You can remove the ability completely by disabling all of the PDF templates but this would affect all users and is not controlable on a per user basis.

A way round this would be write a PHP script that looks at the status of a quotation for example. If the status is set to "Not Approved" you can make Workbooks generate a PDF with a message that says "Quotation not approved" or if it has been approved you would get the full quotation details. I'm not sure if this would be an option for you but if it is something you would like more information on this, please contact the team on


Kind Regards

Workbooks Support.

Alix (Workbooks Online) Posted: Fri, 15.09.2017 - 08:38

It is now possible to achieve this using Template Categories:

1. Amend the 'Template Categories' picklist to contain 2 new values that will help you distinguish between when the PDFs and Email Templates should or should not be shown, for example 'Show' and 'Do not show'

2. Create a new Form Layout (copy your existing one) but apply a Layout Rule so that the Layout is only applied when the particular field 'is not blank'. Apply the 'Show' Template Category to this Form Layout.

3. On your existing Form Layout, add a Layout Rule so that the Layout is only applied when the particular field 'is blank'. Apply the 'Do not show' Template Category to this Form Layout.

4. On your PDFs and Email Templates, amend the Template Category to 'Show'

This will now mean that it is only possible to use those PDFs and Email Templates when on a record where the particular field has been filled in.

NOTE: On any PDFs and Email Templates that can be used no matter whether the field is filled in or not, set the Template Category to both 'Show' and 'Do not show'.

Kind regards,

Workbooks Support