I work for a government and want to set up ClearForms for permitting, licensing, or internal workflows

Example: How to build a Workflow

Learn how to build a workflow from scratch on ClearForms by creating a sample business license

Written by Stephen Corwin
Updated over a week ago

What do I do when a staff member who has been reviewing processes on ClearForms leaves their job?

How to remove access for ClearForms users from Review steps when an employee quits, retires, or leaves their position using Roles

Written by Catherine Geanuracos
Updated over a week ago

How do I duplicate another government's workflow (so I don't have to start from scratch)?

Learn how to clone and then edit a workflows - either one of yours or from another government

Written by Stephen Corwin
Updated over a week ago

Can I bring records from other systems into ClearForms?

How to import a .csv file of historical data into the ClearForms system

Written by Catherine Geanuracos
Updated over a week ago

How do I add my coworkers so they can use and/ or edit a workflow?

How to grant Permissions and add or remove admins

Written by Stephen Corwin
Updated over a week ago

How can I manage administrative access for individuals and groups on ClearForms?

An overview of how Roles work for Team, Finance, and Review steps

Written by Catherine Geanuracos
Updated over a week ago

How do I allow the public to search for information in a workflow?

Describes how to enable the Public Search function on the Stats page of any workflow

Written by Catherine Geanuracos
Updated over a week ago

Can I create a workflow that has no open data?

Learn what the workflow Privacy Settings do, and how to create a completely private workflow

Written by Stephen Corwin
Updated over a week ago

How can I determine who can start a workflow and what is publicly viewable for each workflow?

Use the Settings option on each workflow to limit your workflow to coworkers only and determine whether Stats are publicly visible

Written by Catherine Geanuracos
Updated over a week ago

Can I change the URL for a workflow?

How to edit the web address of a specific workflow via Settings

Written by Catherine Geanuracos
Updated over a week ago

Can I add the information in a field or formula into an automated email or instructions?

Use the @ sign to add field data and formulas into emails, instructions, and Completion Message.

Written by Catherine Geanuracos
Updated over a week ago

What's the best way to keep someone from getting too far into a process when they don't meet required criteria?

Use a combination of conditional reviews and auto-advance to control how applicants advance

Written by Catherine Geanuracos
Updated over a week ago

How can I show information from a field or formula in instructions or emails?

Display field values and formula results in instructions and emails using the @ sign

Written by Jasmine Burns
Updated over a week ago

Is there a way to pre-fill standard information on ClearForms forms and have applicants select a group of fields from a reference list?

Prevent duplicate data entry and allow the use of uploaded reference data sets with the Entity Feature/. Organization field

Written by Catherine Geanuracos
Updated over a week ago

Setting up Online forms and getting information into your workflow

How do I set up an online form on ClearForms, and what kind of information can I collect?

How to set up Collect Information steps to data from an applicant or an admin into a workflow using different field types

Written by Stephen Corwin
Updated over a week ago

Can I require an applicant to submit a document, image, or photo as part of a workflow?

Using the "File" field in a Collect/Record Info step to accept uploaded photos or documents

Written by Jasmine Burns
Updated over a week ago

How can you automatically show/ hide questions based on information entered in a process?

Use our logic feature to conditionally show/ hide sections on your forms ( Collect Information steps)

Written by Catherine Geanuracos
Updated over a week ago

How do I require a signature from an applicant or reviewer?

Gathering signatures from applicants and reviewers within ClearForms is easy

Written by Catherine Geanuracos
Updated over a week ago

What kind of options does ClearForms offer for collecting date and time information?

Learn about Date and Date Range field options and advanced settings for date and/or time data

Written by Catherine Geanuracos
Updated over a week ago

Can I pre-fill or suggest a likely answer on a form?

How to create a default value for any field to use in formulas or to make form completion easy for your applicants

Written by Catherine Geanuracos
Updated over a week ago

How do I give applicants a detailed overview of a workflow, guidelines, and requirements, or show a waiting period?

Learn how to use the Basic step type in your workflow setup

Written by Catherine Geanuracos
Updated over a week ago

How can I make sure that a specific staff member completes certain steps of a workflow?

Learn how to use the "Assign someone" step to allocate internal responsibility and see (or change) who is assigned to a specific process

Written by Catherine Geanuracos
Updated over a week ago

How can I make sure that the information in a step isn't altered after it's been submitted?

Setting the Lock On Complete Option on your workflows

Written by Catherine Geanuracos
Updated over a week ago

How can I require that one or more staff members complete one or more forms as part of a workflow?

How the "Assign Someone" step type and Assignment status in the menu work for data collection by Team members within a workflow

Written by Stephen Corwin
Updated over a week ago

How can I allow applicants to send out a survey and collect data from multiple people as part of a workflow?

Learn about the ClearForms Survey step and how to use it to collect survey data within each process in a workflow

Written by Stephen Corwin
Updated over a week ago

Will ClearForms automatically skip steps that are conditionally empty?

The Autoadvance feature allows processes to skip steps that are only required for some applicants

Written by Catherine Geanuracos
Updated over a week ago

Setting up reviews

How can I ensure that the proper reviews and approvals happen as part of a workflow?

Setting up reviews requirements, adding and removing reviewers, and additional settings including default messages

Written by Stephen Corwin
Updated over a week ago

How can I determine who reviews a process automatically?

Learn how to trigger a Review by one or more people by adding logic based on information entered earlier in an process

Written by Catherine Geanuracos
Updated over a week ago

Can I set a default approval or rejection message as part of Review step?

Learn how to set up automatically generated approval or rejection messages

Written by Catherine Geanuracos
Updated over a week ago

Can I use Review features when the identity of the reviewer changes for each process, or can't be known in advance?

An overview of ClearForms "3rd party review" capabilities and description of when they're useful

Written by Catherine Geanuracos
Updated over a week ago

Setting up permit and license fee payments and using formulas

How can I add a payment to a workflow to collect a permit or license fee from an applicant?

Learn how to use ClearForms' payment step to collect online credit card payments from applicants, and decide who pays

Written by Stephen Corwin
Updated over a week ago

How to calculate fees and values automatically with formulas

Learn how to set up and use formulas in ClearForms to determine a permit or license fee or for any other calculation

Written by Catherine Geanuracos
Updated over a week ago

How can I have a workflow automatically calculate a fee or number value based on a multiple choice question?

Assign a numeric value to each multiple choice answer and automatically calculate fees, fines, and other numbers. Set default values

Written by Catherine Geanuracos
Updated over a week ago

Can I show the results of formulas or calculations to applicants or admins?

How to use the @ symbol to add formula results to step or section instructions

Written by Catherine Geanuracos
Updated over a week ago

Step settings and editing and configuration tips

What settings are available on each step in a ClearForms workflow?

Learn about the customization options for timeframe, email notifications, brief description, and user instructions

Written by Catherine Geanuracos
Updated over a week ago

Can different instructions be shown to applicants and admins?

How to use Applicant and Admin instruction settings on steps

Written by Catherine Geanuracos
Updated over a week ago

Can I copy a field, section, or step?

Use our "copy" tool to easily duplicate complex fields, sections, or entire steps in a workflow

Written by Jasmine Burns
Updated over a week ago

How can I avoid typing in a long list of answers to a multiple choice or checkbox question?

Learn how to upload multiple choice or checkbox response options from a CSV file

Written by Stephen Corwin
Updated over a week ago

How can I automatically trigger email notifications to applicants and/or admins?

Learn how to customize notifications on any step of your workflows

Written by Catherine Geanuracos
Updated over a week ago

Workflow settings

What Settings are available for a Workflow?

An overview of the settings tab of every workflow including how to configure Support, Permissions, and general settings

Written by Jasmine Burns
Updated over a week ago

Can I issue a permit for a specific time period and specify when a document is available to an applicant?

Use Outputs settings to set a renewal period and determine when a document is issued during a workflow

Written by Catherine Geanuracos
Updated over a week ago

Is there a way to make data on ClearForms searchable by my colleagues who aren't admins on a specific workflow?

How to set up and require email validations for custom private search pages for staff

Written by Catherine Geanuracos
Updated over a week ago

How can I make the completion of one workflow dependent on another one?

Learn how to use the Subprocess Power-Up to connect two workflows together

Written by Catherine Geanuracos
Updated over a week ago

How can I make my applicants' dashboards easier to use?

Turn on the Public Identifier Field setting to improve navigation for residents and businesses with multiple ClearForms processes.

Written by Catherine Geanuracos
Updated over a week ago

How can I make finding things on the dashboard easier?

Set an Identifier Field for each of your workflows to make navigating your dashboard easier

Written by Catherine Geanuracos
Updated over a week ago

How do people get a brief overview of a workflow before they start?

Learn how to add a public description to the Start page for your workflow

Written by Stephen Corwin
Updated over a week ago

Can I customize a permit or license number on ClearForms?

How to set up a Custom ID format for permit or license numbering

Written by Catherine Geanuracos
Updated over a week ago

How can I help applicants find the answers to common questions about my workflow, without needing to communicate with them directly?

Learn how to set up a FAQ (Frequently Asked Questions) page to make your workflows easy to use. Overview of support settings for admins

Written by Stephen Corwin
Updated over a week ago

Can I select the image that appears in the header of my workflow?

Customizing the look of your workflow with a banner image

Written by Stephen Corwin
Updated over a week ago

How can I help applicants find answers to their questions about a workflow?

Set up FAQs (Frequently asked questions) for your workflows

Written by Catherine Geanuracos
Updated over a week ago

How do I change the message applicants see and receive when they complete a process?

Learn how you can change the ClearForms default completion message

Written by Catherine Geanuracos
Updated over a week ago

How can I copy one of my own workflows?

Learn how to duplicate your workflows from the Actions tab

Written by Catherine Geanuracos
Updated over a week ago

Teams, logo and color customization

How are workflows grouped together for administration, government branding, and financial management?

Learn more about ClearForms Teams and how they're useful for transaction management, payout setup, and government branding

Written by Stephen Corwin
Updated over a week ago

Changing the color of the menu bar

This shows how you can customize the background color on your government's menu bar

Written by Catherine Geanuracos
Updated over a week ago

How can I have my government's name and logo show at the upper left of ClearForms workflows?

Learn how to set up your Team and customize team name, colors, logo and public URL

Written by Catherine Geanuracos
Updated over a week ago

Entity/ Organization feature

How do I set up the Entity/ Organization feature?

Configure a reference data set for each Team so that your applicants can search and select a group of fields from a list

Written by Catherine Geanuracos
Updated over a week ago

PDF exports overview and customization options

What settings are available for workflow Outputs?

Use Output settings to configure what a Summary Document is called and its valid period and issue step

Written by Catherine Geanuracos
Updated over a week ago

Renewals: Can I set up a workflow that renews for a specific time period?

How to use Renewals to track licenses and other processes year over year

Written by Jasmine Burns
Updated over a week ago

Can the system automatically remind applicants when it's time for them to renew a permit or license?

How to set up Renewal Reminders so your applicants will stay current with their permits and licenses

Written by Catherine Geanuracos
Updated over a week ago

How do I control what's included in the PDF/ print record of a process?

Configure Output settings for a workflow for PDF records and printing

Written by Stephen Corwin
Updated over a week ago

How to create a custom PDF Output format for your workflow

Use our advanced document settings to create and manage one custom Output format per workflow

Written by Catherine Geanuracos
Updated over a week ago

Creating a fillable PDF document to use as the basis for a custom Output

Learn how to create a fillable PDF for use in document exports

Written by Stephen Corwin
Updated over a week ago

How can I make sure that text doesn't get cut off on a custom PDF Output?

Use the character limit settings on text fields to make sure everything fits correctly in a custom PDF Output

Written by Catherine Geanuracos
Updated over a week ago

Can I add the name of a staff reviewer to a Custom PDF Output?

Use the Recent Approval Name option to add the staff member who completed a Review step to a PDF Output

Written by Catherine Geanuracos
Updated over a week ago