Operations (processes)
Turn form submissions into status workflows with table and Kanban views—plus what to expect while the module is in beta.
Video coming soon
Operations (processes)
id: academy-operations-kanban · ~2–4 min
Audience: Mixed (Supervisor · Admin)
Operations (sometimes labeled Processes in older menus) turns selected forms into living records with statuses, participants, comments, and history—instead of a one-time PDF-style response.
Beta note: Operations is rolling out gradually. Your organization may see a beta label, a limited catalog, or playground-only records until form-to-operation wiring is fully enabled. Ask your admin if submissions should already create operation records.
What it is for
Use Operations when a form starts a multi-step process—credit requests, claims, service tickets, approvals—not when you only need a visit checklist. Examples:
- A mobile form submits a claim → a record opens in Pending review.
- A supervisor moves it to Approved → notifications go to configured participants.
- Comments and attachments stay on the record for audit.
Each operation is tied to a form definition. The catalog page shows configured operations, open counts, and shortcuts to records.
Table and Kanban
Inside an operation, open records in two views:
- Table — Sort and filter by status, date, place, or assignee; best for bulk triage.
- Kanban — Drag cards across status columns; best for stand-ups and pipeline reviews.
Permissions are lighter than full admin: many supervisors can move statuses and comment without opening Form Builder. Configuration (new operations, status columns, participants) stays with administrators.
How records are created
Records typically appear when:
- A form linked to an active operation is submitted on mobile or web, or
- An admin creates a record manually from the operation page (including test/playground flows during rollout).
Until automatic creation is confirmed for your tenant, treat Operations as the review hub and verify with a test submission after go-live.
Tips
- Name statuses in plain language field staff will recognize on notifications.
- Keep one operation per distinct process—do not overload a single form with unrelated workflows.
- Pair Operations with Automations on form submit only when you need side effects outside the operation (email, external API).