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Workflow Builder - Update resource through questionnaire

Learn how to automatically send a questionnaire to a supplier and update supplier information based on the given responses. 

Workflow Builder General Overview

The Workflow Builder lets you create end-to-end workflows that map your real processes, assign tasks and responsibilities, and track progress across multiple stages. It builds on the capabilities of Automations while adding visual stages, conditional logic, and progress tracking, giving you greater control and flexibility. This feature can be used for incidents, contracts, suppliers, risks, and other workflows across your organization.

View workflow builder article here. 

Step 1: Send the questionnaire to the supplier

Note:

Before configuring this workflow, ensure that:

  • All required custom fields have been added in the supplier settings. Learn more about custom fields here. 

  • The questionnaire is already created and available in the Questionnaire module. Learn how to create a questionnaire here. 

Trigger: New supplier

Every workflow needs a starting point. In this example, the workflow begins automatically whenever a new supplier is created in your account.

 

Action: Create questionnaire response

Once triggered, the workflow sends the questionnaire to the contact listed on the supplier record.

 

 

Step 2: Update the supplier record based on submitted answers

Wait for: Questionnaire response completed

The workflow pauses until the supplier completes the questionnaire. Once the questionnaire is submitted, the workflow automatically continues.

 

Action: Update supplier

The supplier record is then updated using the answers provided.

Make sure that each questionnaire field is correctly mapped to the corresponding field within the supplier profile, only mapped fields will be updated based on the questionnaire responses.

  • Select supplier: select the supplier you would like to update. In this case the supplier you want to update is the supplier from the model - meaning the same supplier that was newly created and received the questionnaire

  • Fields to update: Choose which supplier fields you want the workflow to populate or overwrite.

  • Select source for each field: For every field, assign the source of data. In this example, the source should be “Action 1”, since that is where the questionnaire response is created.

 

Note:

If you are updating a single-select or multi-select field, be sure to select Conditional map every possible option using conditional rules.

 

Don’t forget to enable the workflow, it won’t run until it’s activated!

This type of automation can, of course, be configured not only for suppliers but for any other resource or item within Formalize.

 

View on supplier level

Create supplier (trigger for step 1)

When a new supplier is added, the workflow automatically sends the questionnaire to the contact email saved on the supplier record.
If no contact information is provided, the questionnaire will not be sent.

Updated supplier (result from Step 2)

Once the questionnaire is completed and the workflow is executed, the supplier is automatically updated accordingly.

 

 


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by Lea Vietze, Solutions Engineering Team Lead

We hope this article was helpful and that you now have a clear understanding of how to set up and use workflows.

For any additional support, you are welcome to reach out with any questions by email, at support@formalize.com.