Workflow Assignments is the latest enhancement to Formstack Streamline, giving users the ability to assign specific steps within a workflow to individuals or groups—bringing much-needed structure and accountability to complex processes. Whether you’re coordinating approvals, reviews, or multi-step form fills, this feature helps ensure the right people complete the right tasks at the right time.
Let’s explore what Workflow Assignments enables today, and how it lays the groundwork for even more powerful collaboration features in the future.
Assign Steps with Precision
With Workflow Assignments, builders can now:
- Assign a form step to one or more people via email or SMS.
- Allow the first person who completes a form to submit on behalf of a group.
- Automatically pass assignments based on fields from earlier steps (such as email, dropdowns, or selections).
- Customize assignment messages and include dynamic data fields.
This adds a new layer of automation to workflows, allowing teams to direct action exactly where it’s needed—without relying on manual handoffs.
Smart Notifications by Email or Text
Assigned users receive notifications through either email or SMS. These messages can include custom text and reference workflow fields to provide context.
Users must log in to a Formstack Streamline account to access the assigned task. Assignments are currently not restricted to registered users or internal roles.
To streamline the user experience, multiple consecutive assignments to the same user can be completed in a single session, minimizing redundant notification.
Real-Time Collaboration Without Centralized User Management
Assignments in this first release are flexible and lightweight:
- Users don’t need to be pre-registered Formstack Streamline users—they can be anyone with an email or phone number.
- Sessions still require logging into Formstack Streamline, but not under a specific matching email address.
This gives teams the freedom to engage collaborators outside their organization or without managing user accounts upfront.
What Happens After a Task Is Completed?
Only the first user to complete an assigned form step has their response saved. If others attempt to access the task after it’s completed, they’ll see a "Workflow Complete" message. For multi-step workflows, assignments can influence downstream steps:
- Form assignments cascade forward by default.
- Sign steps can override inherited assignments with their own.
This ensures that workflows can dynamically adapt based on the initial task flow—supporting more complex and conditional logic in the future.
What’s Coming Next and Current Limitations
These Workflow Assignment capabilities are just the beginning. Here’s what’s not yet supported and will be supported in future releases:
- Group assignments require all members to complete the form before progressing (first-come-first-served only for now).
- Assignments for steps other than Forms (e.g., Sign steps).
- Assignment to only Formstack Streamline Users and Workspace for them.
- Public access without login (coming with Public Workflows).
These limitations are already on our radar, and we’re actively working on enhancements to support more advanced use cases, including full user identity tracking and granular assignment logic.
Ready to Try It Out?
Workflow Assignments are available now to all Formstack Streamline users. Start assigning tasks, directing your workflows more intentionally, and creating seamless multi-user experiences.
We can’t wait to see what you build with it.
