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

Are you the first person from your government using ClearForms, or have you been assigned to bring one of your workflows online? This is the place.

Stephen Corwin avatar Catherine Geanuracos avatar Jasmine Burns avatar
64 articles in this collection
Written by Stephen Corwin, Catherine Geanuracos, and Jasmine Burns

Example: How to build a Workflow

Learn how to build a workflow from scratch on ClearForms by creating a sample business license
Stephen Corwin avatar
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
Catherine Geanuracos avatar
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
Stephen Corwin avatar
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
Catherine Geanuracos avatar
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
Stephen Corwin avatar
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
Catherine Geanuracos avatar
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
Catherine Geanuracos avatar
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
Stephen Corwin avatar
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
Catherine Geanuracos avatar
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
Catherine Geanuracos avatar
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.
Catherine Geanuracos avatar
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
Catherine Geanuracos avatar
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
Jasmine Burns avatar
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
Catherine Geanuracos avatar
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
Stephen Corwin avatar
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
Jasmine Burns avatar
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)
Catherine Geanuracos avatar
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
Catherine Geanuracos avatar
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
Catherine Geanuracos avatar
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
Catherine Geanuracos avatar
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
Catherine Geanuracos avatar
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
Catherine Geanuracos avatar
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
Catherine Geanuracos avatar
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
Stephen Corwin avatar
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
Stephen Corwin avatar
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
Catherine Geanuracos avatar
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
Jasmine Burns avatar
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
Catherine Geanuracos avatar
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
Catherine Geanuracos avatar
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
Catherine Geanuracos avatar
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.
Catherine Geanuracos avatar
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
Catherine Geanuracos avatar
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
Stephen Corwin avatar
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
Catherine Geanuracos avatar
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
Stephen Corwin avatar
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
Stephen Corwin avatar
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
Catherine Geanuracos avatar
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
Catherine Geanuracos avatar
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
Catherine Geanuracos avatar
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
Catherine Geanuracos avatar
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
Jasmine Burns avatar
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
Catherine Geanuracos avatar
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
Stephen Corwin avatar
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
Catherine Geanuracos avatar
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
Stephen Corwin avatar
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
Catherine Geanuracos avatar
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
Catherine Geanuracos avatar
Written by Catherine Geanuracos
Updated over a week ago