Automations on form submit

Audience: Admin · Supervisor

When a form is submitted on mobile, Chekku can kick off downstream work—assign a task, notify a team, or advance a workflow record. The most maintainable path is Workflows, not ad-hoc webhook scripts.

The form_submitted trigger

Workflows listen for events. The form_submitted trigger fires when a specific form (or any form on a visit type) is saved successfully on mobile or web.

Typical pattern:

1. Trigger: Form submitted → filter by form name, visit type, or field answer.
2. Action: Create workflow record, assign task, send notification, or call an integration step.

Example: a "Maintenance request" form with priority High creates a Repair task assigned to the regional supervisor and posts a comment with the visit link.

Create the next step or task

After the trigger, add one or more actions:

• Create task — title, assignee, due date, link back to the visit.
• Create workflow record — use when the process has statuses, participants, and history (approvals, spare-parts queue).
• Notify — email or in-app alert to a role or user (see Reports and notifications).

Keep actions idempotent where possible: if the user edits and resubmits, decide whether you want duplicate tasks or an update rule.

Prefer Workflows over form webhooks

Chekku also exposes webhooks and REST API for developers (Integrations). For form submit automation, prefer Workflows because:

Use webhooks when an external system must receive every payload in real time (ERP, data warehouse). Use Workflows when the next step stays inside Chekku or needs simple routing.

Tips

• Name workflows clearly: Form: Inspection → Task: Follow-up.
• Test with a pilot visit type before enabling on production forms.
• Combine with Visit types so only the right forms trigger automation.
• Document who owns exceptions when a workflow fails silently (missing assignee, empty required field).

Related

• Integrations overview
• Form settings glossary
• Common mistakes