You can include forms in workflows to collect data specific to a particular workflow run and make it available for use in subsequent workflow steps. For example, in an onboarding workflow, you could use a form to record a new starter's temporary password or laptop asset tag so that this information can be included in an automated email, Slack or Teams message.
Collect workflow inputs
To add a form to a workflow, add either a Form step or a Send Slack form step. Workflow forms can be accessed from the Workflow Runs page by users with appropriate permissions, whereas Slack forms are sent to a specific recipient or channel.
Add fields to the form as required. Give each field a suitable name and specify the type of data that should be provided. You can also include help text for the users completing the form and specify a default value for each field.
Each time the workflow runs and reaches the form step, the workflow is paused until the form is submitted:
- For workflow forms, the workflow status is changed to "Needs input". The workflow owner, users in roles that have been granted access to the workflow (HR, IT or Operator users), and Trelica admin users can view and submit the form from the Workflow Runs page.
- For Slack forms, the workflow status is changed to "Waiting for user". The recipient(s) can submit the form from Slack.
Include form data in workflow steps
You can use the data collected via a form in subsequent workflow steps, such as an email, Slack message or Teams message. Add the relevant step and then select the appropriate form field to include it in the message subject or body.
Set app passwords
You can use a workflow to set a password for a new app user and then send the password to the app user via email, Slack or Teams message.
When you add a "Provision user" step for an app, you can choose how the password is created:
- Random - The simplest option is to let Trelica generate a random password each time the workflow runs. When this option is selected, an app password field is created automatically.
- Fixed - To use the same password for all new app users, specify the password as part of the "Provision user" step. When this option is selected, no merge field is created.
- Form field - If you want someone to set the new user's app password manually each time the workflow runs, create a password field for the app and add it to a form as described above. Then add the password field to the "Provision user" step.
Each time the workflow runs, Trelica passes the password to the relevant app for use with the new user account. To send the password to the app user, add an email, Slack or Teams message step and include the appropriate password merge field (or the password itself if you set a fixed password) in the message body.
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