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Workflow (DNN)

MegaForm now puts the everyday workflow controls directly below the form canvas. The Workflow Summary shows what will run when a submission arrives, and Configure workflow opens a simple, readable list of steps. You only need the full BPMN editor for branching, timers, reusable library workflows, or other advanced behavior.

Wide, slow DNN walkthrough with a visible pointer. The purple outline precisely follows the inline Workflow Summary bar directly below the last field; the animation opens Configure workflow, shows all nine choices, adds Approval and Send email under On Submit, adds Push to API under On Approve, saves, and returns to the same summary bar

Start below the form canvas

Open the form in Form Builder → Design.
Scroll to the bottom of the canvas. The Workflow Summary is the narrow horizontal bar inside the form canvas, directly below the final form field. It begins with On Submit and ends with Configure workflow. It is not the footer of the slide-out workflow panel.
Select Configure workflow to open the simple workflow panel on the right.

There is no separate Workflow or BPMN tab in the normal form-building path. Keeping the summary with the canvas makes it clear which workflow belongs to the form you are editing.

Build most workflows in the simple editor

On Submit contains steps that run after the form is submitted. Select + Add workflow to add email, approval, database, webhook, or other available actions.
Add an Approval step under On Submit when a person must review the submission.
On Approve becomes available after an Approval step exists. Put the steps that should run only after approval in this section.
Steps execute from top to bottom. Review the list, then select Save.

For Send email, the Message field is a rich-text editor. Use its heading, bold, italic, underline, list, alignment, link, and clear-format controls; insert field-value tokens; or switch to HTML source when exact markup is required. Recipient, CC/BCC, sender, reply-to, subject, message, attachments, and conditions stay with the same workflow step.

After saving, close the panel and check the Workflow Summary again. It should show the configured actions instead of No steps yet.

Configure everything that happens after Submit

The current DNN builder treats “after submission” as part of the form's workflow. Start from the Workflow Summary below the final field instead of looking for a separate After Submission page or a legacy group of notification and webhook settings.

What you want after Submit	Add this workflow step
Show a thank-you message, send the visitor to another page, or combine a message with a redirect	Show message / Redirect
Email the respondent, notify staff, or send a message after approval	Send email
Pause for a reviewer and continue only after a decision	Approval
POST the submission to a webhook, CRM, ERP, or another service	Push to API
Write values through an approved connection or stored procedure	Insert into database
Append a row to a spreadsheet	Google Sheets
Delay processing or wait until a date	Wait (delay)
Capture a submitted value or reusable constant for later steps	Set variable
Calculate a numeric value for routing or a later action	Calculate

Use Show message / Redirect for the visitor-facing result. It can provide the success message or the next-page destination that older documentation called the confirmation experience. Put server-side actions after it—or before it when their result must determine what the visitor sees.

Keep multiple email audiences as separate Send email steps. For example, the first step can acknowledge the respondent, a second can alert staff, and a third can notify the respondent only after an Approval step succeeds. Each step keeps its own recipients, CC/BCC, sender, reply-to, subject, rich message, attachments, and conditions.

Every successful submission is still stored in MegaForm before the configured workflow continues. The workflow then runs on the server in the saved order. This keeps confirmation, email, approval, API, database, spreadsheet, timing, and calculation behavior together with the form instead of splitting the automation across unrelated settings screens.

Simple workflow choices

Open + Add workflow, then use All or filter by Communication, Actions, Integrations, or Logic. The current picker provides these nine choices:

Choice	Category	Use it to
Show message / Redirect	Actions	Display a thank-you message or send the submitter to another page.
Send email	Communication	Send the form result to the visitor, an internal team, or an approver.
Approval	Actions	Assign a user task to reviewers and wait for approve or reject.
Push to API	Integrations	POST form data to an external endpoint or service.
Insert into database	Integrations	Insert the submission through a named connection or run a stored procedure.
Google Sheets	Integrations	Append submitted values to a Google Sheets spreadsheet.
Wait (delay)	Logic	Pause for a fixed duration or until a date value.
Set variable	Logic	Store a field value or static value for later workflow steps.
Calculate	Logic	Perform a numeric calculation and store its result in a variable.

The search box filters by workflow name and description. The category rail changes only what is displayed; it does not change execution behavior.

Follow the complete example in the animation

The wide animation keeps the full builder in view and pauses at every click. The purple outline is aligned to the real inline Workflow Summary bar, and the pointer clicks the actual Configure workflow button at the right end of that bar. It builds this three-step workflow:

Under On Submit, add Approval and assign the Manager and Finance roles.
Under On Submit, add Send email and use {{field.email}} for the recipient.
After Approval enables the section, add Push to API under On Approve.
Select Save, return to the canvas, and confirm that Workflow Summary shows Manager review, Confirmation email, and Send approved record.

The pointer movement and click ring show exactly which control is used. Each important screen remains visible for roughly two to four seconds before the next action.

When to use Advanced BPMN

Select Advanced BPMN → when the workflow needs multiple branches, gateways, timers, complex conditions, a reusable library workflow, or detailed node-level settings. Advanced BPMN includes the node palette, Library, Samples, Test, Validate BPMN, and Apply BPMN.

Advanced BPMN on DNN: reusable Library and Samples, visual nodes, validation, and Apply BPMN

An advanced workflow is still summarized below the form canvas. To edit it safely, open Configure workflow, then choose Edit in Advanced BPMN or Open Advanced BPMN when prompted.

What runs on the server

The saved workflow executes server-side when a submission or approval transition occurs. A User Task / Approval creates work for the assignees in My Inbox. Gateways can route on form values, and service tasks can send email, call an API, write through an allowed database connection, or add a row to Google Sheets.

Before applying an advanced diagram, use Test and Validate BPMN. For a reusable approval chain shared by several forms, see Workflow Library.