Gravity Flow: Reopen Entry by Entry ID Step
Reopen Entry by Entry ID is a Gravity Flow step added by Personal Edit Link. It reopens an entry of another form, the target entry, from the workflow of the current form, the source. Use it when a workflow on form A must ask someone to update their entry in form B, for example a yearly check of registration details started from a separate form.
The target form must have Enable front-end reopen editing checked in its Personal Edit Link settings.
Add the step
- Go to the source form’s Settings → Workflow and add a step.
- Choose Reopen Entry by Entry ID as the step type.
- In Target entry ID, select the text field of the source form that contains the ID of the target entry, or enter a custom value: a fixed ID or a merge tag.
- In Target form, select the form of the target entry, or All Personal Edit Link-enabled forms.
- Set the token expiration and the routes (see below), and save the step.
With a selected target form, the target entry must belong to that form, and the target workflow can be started from a specific step. With All Personal Edit Link-enabled forms, the target entry can be in any form with Personal Edit Link enabled, and the target workflow can only be restarted or left alone.
Token expiration
Token expiration offers Use target form setting, Lifetime in days, Source date field value and Fixed end date and time. With Lifetime in days, Token lifetime override in days sets the days; 0 means the link does not expire. Expire at end of final day works as in the form settings.
Route the source workflow
| After creating token | What happens in the source workflow |
|---|---|
| Wait for target edit submission or token expiry | The step stays pending. Choose the route in Source workflow next step after target edit submission and Source workflow next step after token expiry. |
| Continue source workflow immediately | The source workflow moves on right away with the standard next step setting. |
Route the target workflow
Three settings control the workflow of the target entry: Target workflow (reopened entry) when entry is opened for editing, after target edit submission and after token expiry. Each offers No workflow action, Restart target workflow or, with a selected target form, Start target workflow from: a specific step.
Send the link
The step does not assign the task or send email. The link belongs to the target entry, so add a notification on the Personal Edit Link: token created event to the target form, with the {gwp_reopen_link url="…"} merge tag and the URL of a page that contains the target form. When the page contains another form, the link is refused and no data is shown.
To send the link from the source form instead, add the :gwp_reopen_token modifier to the field that contains the target entry ID. It outputs the token of that entry’s active link:
https://example.com/update-registration/?gwp_reopen_token={Entry ID:3:gwp_reopen_token}
With GravityWP Advanced Merge Tags, {gwp_entry:id:gwp_reopen_token} works as well.
As with the other step, Gravity Flow’s step expiration is not used, and the token expiry route runs on the next 10-minute expiry check.