TutorialConnecting Multiple Gravity Forms Together

Do you want to connect different Gravity Forms with each other, for exampe to change something in your form after an entry is submitted in another form on your site (or even another site)? With the Form Connector Add-on from Gravity Flow you can easily do that.

Extra Form Connector Workflow Step Types

By activating the Form Connector, five extra Step Types are available when creating a new Workflow Step:

Available Workflow Step icons to choose the specific step you want to configure.
Available Workflow Step icons to choose the specific step you want to configure.
Step TypeAction
Form SubmissionWaits for a Form Entry from another (in the Step selected) Form.
New EntryCreates a new Entry in a target Form.
Update an EntryUpdate (selected) Fields in a target Form with values from your current Form, Merge Tags (and Modifiers) or custom values.
Update FieldsUpdate (selected) Fields in the current Form with data from an Entry from another Form.
Delete an EntryDelete an Entry in another Form.

Form Submission Step

Gravity Flow Form Submission Step icon
Gravity Flow Form Submission Workflow Step Button

The Form Submission Step waits for a submit of an Entry from another Form before it’s triggered. When added to your Workflow, the Entry will wait at this step till the assigned user submits something in the specified Form.

Example screenshot of assigning a Gravity Flow Form Submission Step to a specific user
Example screenshot of assigning a Gravity Flow Form Submission Step to a specific user

You can also configure Conditional Routing to assign a user based on values in the Entry.

Example screenshot of assigning a Gravity Flow Form Submission Step through Conditional Routing
Example screenshot of assigning a Gravity Flow Form Submission Step through Conditional Routing

You can automatically send an e-mail to all assignees with a direct link to the Form they have to submit:

Example screenshot of settings to send an e-mail to the assignee(s) with a direct link to the Gravity Flow Form that should be submitted.
Example screenshot of settings to send an e-mail to the assignee(s) with a direct link to the Gravity Flow Form that should be submitted.

New Entry Step

Gravity Flow New Entry Step Icon
Gravity Flow New Entry Workflow Step Button

With the New Entry Step you can create an entry in another Form with values from your current Form. You can create a new Entry on your own site, but also on a different site. To get that working, you’ll need to fill in the API credentials of the other site (and the other site needs to have WordPress, Gravity Forms, Gravity Flow & Form Connector).

Screenshot of configuring the Gravity Flow New Entry Step, connecting it to a Gravity Form where the new entry should be created.
Screenshot of configuring the Gravity Flow New Entry Step, connecting it to a Gravity Form where the new entry should be created.

In this example we’ve selected our Tutorial – All Fields Form (a Form we’ve build with all the available Gravity Forms Fields. You can see it here). Under Field Mapping you can select a Field in your target Form (in our case the All Fields form). Under Value you can define how you want to fill the value of this Field. It will show you all the Fields of your current Form.

Screenshot of Field Mapping in the Gravity Flow New Entry Step.
Screenshot of Field Mapping in the Gravity Flow New Entry Step.

As value you can also click Add Custom Value (at the bottom of the dropdown). You can define yourself what value should be filled in (for example a hard value you always want to be filled in), but you can also use Merge Tags (and Modifiers) in the Add Custom Value.

We even use it to add complete HTML if we want to fill in a Rich Text Editor Field with multiple Merge Tags.

Screenshot of Field Mapping with a Custom Value in the Gravity Flow New Entry Step.
Screenshot of Field Mapping with a Custom Value in the Gravity Flow New Entry Step.

Update an Entry Step

Gravity Flow Update an Entry Step Icon
Gravity Flow Update an Entry Workflow Step Button

The Update an Entry Step let’s you update certain Fields in another Form.

Screenshot of configuring the Gravity Flow Update an Entry Step: selecting a Form and an Entry ID Field.
Screenshot of configuring the Gravity Flow Update an Entry Step: selecting a Form and an Entry ID Field.

To get this working, you need to have the Entry ID of the Entry you want to target inside your current Entry. For example in our Form Connector Demo Form we have a Single Line Text Field that contains the Entry ID of the Entry we want to update:

Screenshot selecting a Field which contains the Entry ID of the Entry that should be updated in the Gravity Flow Update an Entry Step.
Screenshot selecting a Field which contains the Entry ID of the Entry that should be updated in the Gravity Flow Update an Entry Step.

After you selected your Target Form (in this example the Tutorial – All Fields Form), you can select the Fields you want to overwrite (or in other words update). You can configure the Value with data from the current Entry, hard defined data (with Add Custom Value) and by using Merge Tags and Modifiers in the Custom Value.

Screenshot of Field Mapping, deciding which fields should be filled, updated or overwritten during the processing of this Gravity Flow Update an Entry Step.
Screenshot of Field Mapping, deciding which fields should be filled, updated or overwritten during the processing of this Gravity Flow Update an Entry Step.

Update Fields

Gravity Flow Update Fields Step Icon
Gravity Flow Update Fields Workflow Step Button

Update (selected) Fields in the current Form with data from an Entry from another Form. You can basically select or find an Entry in another Form and use data from that Entry to fill in (or update) Fields in your current form.

Screenshot of configuring the Gravity Flow Update Fields Step, selecting a Source Form, deciding about Entry Lookup (selecting a field containing the source entry ID).
Screenshot of configuring the Gravity Flow Update Fields Step, selecting a Source Form, deciding about Entry Lookup (selecting a field containing the source entry ID).

You select a Source Form and you have in this step a Entry Lookup functionality available. You can still use the standard way ‘Select a field containing the source entry ID’, but you can also choose for Conditional Logic:

Screenshot with an example of the Lookup Conditional Logic, where the entry ID for the Source Entry is found by a filter.
Screenshot with an example of the Lookup Conditional Logic, where the entry ID for the Source Entry is found by a filter.

This way you can filter through the entries on your Source Form with (complex) Conditional Logic and decide how to sort the results. It will pick the first result as the Entry you want to use to get data from.

After we’ve configured a way to find an Entry ID, we begin mapping the Fields and Values:

Screenshot of Field Mapping in the Gravity Flow Update Fields Step.
Screenshot of Field Mapping in the Gravity Flow Update Fields Step.

Delete an Entry Step

Gravity Flow Delete an Entry Workflow Step Icon
Gravity Flow Delete an Entry Workflow Step Button

The Delete an Entry Step let’s you delete an Entry on your site or another site. You can choose to delete the Entry permanently, but there is also an option to move the Entry to the trash.

To define the Entry ID of the Entry you want to Delete, you can pick a Field from your current Entry which contains the Entry ID, but you can also delete the current Entry (by selecting Entry ID (Self)).

Screenshot of selecting the Field which contains the Entry ID of the Entry that should be deleted in the Gravity Flow Delete an Entry Step.
Screenshot of selecting the Field which contains the Entry ID of the Entry that should be deleted in the Gravity Flow Delete an Entry Step.

Estimated reading time: 9 minutes

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