---
title: Adding Workflows to Custom Forms
description: Workflows are a timesaving tool that allows for notifications to be sent to internal users of Youthcenter as well as clients and guardians. This was created to help in ensuring custom forms are completed in a timely fashion and by…
url: "https://docs.youthcenter.net/docs/adding-workflows-to-custom-forms/"
updated: "2026-09-28"
category: Administration
tags:
  - "Admin: Form Builder"
  - Form Builder Responses
---

# Adding Workflows to Custom Forms

Workflows are a timesaving tool that allows for notifications to be sent to internal users of Youthcenter as well as clients and guardians. This was created to help in ensuring custom forms are completed in a timely fashion and by all necessary parties.

For a full webinar on this feature, feel free to watch [here](https://docs.youthcenter.net/docs/custom-form-workflows-walkthrough/).

### **Location of Custom Forms & Workflow options**

To create a new form with workflows OR update a previously created form, select the "Administration" tab followed by "Form Admin."

![Main navigation menu with Administration and Form Admin expanded, with red box graphics around Administration, Form Admin, and the Custom Forms section listing Facility Forms, Case Manager Forms and its sub-items, Other Forms, and Service Plans.](https://docs.youthcenter.net/wp-content/uploads/2025/05/image-132.png)

Within the Custom Forms area, you can take one of two steps:

Creating a New Form:

- Select whether the custom form is for Facility or Case Manager (feel free to choose the subset folders under Case Manager as necessary).
- Click "New Form."

![New Folder and New Form buttons, with a red box graphic around the New Form button.](https://docs.youthcenter.net/wp-content/uploads/2025/05/image-133.png)

Editing a Previously Made Form:

- Within the "Search Forms" bar, type in a keyword for your form. Click "Filter."

![Custom Forms header filtered by Case Manager Forms > Medical, with a Search Forms field and Filter button.](https://docs.youthcenter.net/wp-content/uploads/2025/05/image-135.png)

- To the right of your form, click the down-caret and choose "Edit this Form."

![Form row dropdown menu open with options Edit this Form, Manage Form Security, Duplicate this Form, Move this Form, and Delete this Form, with red box graphics around the dropdown caret and the Edit this Form option.](https://docs.youthcenter.net/wp-content/uploads/2025/05/image-134.png)

Whether you are creating a new form or editing a previously made form, complete the necessary fields in Settings & Build

![Form Admin tab bar showing Settings, Build, and Workflow tabs, with a red box graphic around the Settings and Build tabs.](https://docs.youthcenter.net/wp-content/uploads/2025/05/image-136.png)

For an in-depth walkthrough of building a custom form in Form Builder 2.0, watch [here](https://www.youthcenter.net/2025/04/webinar-youthcenter-form-builder-2-0/)

### **Creating Sections for your Workflow**

Before moving from the "Build" tab, one important thing to note is that there MUST be sections in order for workflows to be possible.

To ensure you have sections, select the "Build" tab, followed by "Basic."

Click on "Section."

![Build tab with Choose a New Part dialog open on the Basic sub-tab, showing the Section part option with its description Group parts together with sections. At least one section is required. Red box graphics highlight the Build tab, the Basic tab, and the Section part.](https://docs.youthcenter.net/wp-content/uploads/2025/05/image-137.png)

Drag and drop as many sections as needed to support your workflow.

***TIP**: The number of steps in your workflow, should match the number of sections in your report Build.*

![Form Build canvas with three empty Unnamed Section blocks stacked, each with a drag handle and a remove icon.](https://docs.youthcenter.net/wp-content/uploads/2025/05/image-138-1024x270.png)

Name your Sections based on the steps in your workflow. To name these, select your one section, and type in the "Name" field.

Some examples could be: Caseworker/JPO review or Parent/Guardian Review

![Form Build view showing the Section Properties panel on the left with a Name field, and the selected Unnamed Section on the right with Short Text Input and Long Text Input fields, with red arrow graphics pointing to the Name field and the section's name label.](https://docs.youthcenter.net/wp-content/uploads/2025/05/image-139-1024x282.png)

If you are editing a previously made form or forgot to build Sections initially. Simply add the section(s) and drag and drop the previously made parts into the new section (see below).

### **Creating a Workflow**

Before beginning, be sure to click the box that will "Enable workflows for this form."

![Workflow tab open with an Add Step button and an Enable checkbox labeled Enable workflows for this form. Red box graphic around the Workflow tab and a red arrow graphic pointing to the Enable checkbox.](https://docs.youthcenter.net/wp-content/uploads/2025/05/image-142.png)

Next, select "Add Step."

![Workflow tab with an Add Step button and an Enable checkbox labeled Enable workflows for this form, with a red box graphic around the Add Step button.](https://docs.youthcenter.net/wp-content/uploads/2025/05/image-144.png)

Complete the "Step Properties" below.

![Step Properties panel for a workflow step titled Batman's Plan Setup, showing Title, Description, Assignee (Client Team - Primary Team Member), Invitation/Notification Message, Sections (View Only) and Sections (Fill Out) both listing Batman's Plan Setup, a Can run in parallel with steps around it checkbox, Due, Due From (Start of Workflow), and End Trigger (Form Submission) fields.](https://docs.youthcenter.net/wp-content/uploads/2025/05/image-145.png)

**Fields from Step Properties**:

- **Title**: *What would you like to title this step? (Only seen internally in this workflow area.)*
- **Description**: *Share a description of what occurs in this step. Not necessary if it doesn't fit your needs.*
- **Assignee**: *Who would you like this workflow to be assigned to?*
  - *Drop-down includes:*
    - *Client, Client Team (different options), Guardians, Original Responder, User groups*
- **Invitation/Notification Message**: *What would you like to be said, if anything, regarding this invitation to fill out the form?*
- **Sections (View only)**: *What sections can this assignee only see, but not fill out?*
- **Sections (Fill out)**: *What sections can this assignee fill out?* *Drop down contains previously named sections.*
- **Can run in parallel with steps around it**: *When checked, this step can take place at the same time as others.*
- **Due**: *Set a particular due date as necessary.*
- **Due from**: *If a due date is set, when does the clock begin ticking?*
  - *Drop-down includes:*
    - *Previous Step*
    - *Start of Workflow*
- **End Trigger**: *What showcases that this workflow is complete?*
  - *Form submission* *(most common)*
  - *Start of Workflow*

Continue adding steps as needed to the workflow filling out the fields as you continue.

One additional field after step 1, will be "**Choose Assignee on Step**" as seen below.

This will tell the system when the assignee is added.

![Assignee dropdown set to Guardians, with a second Choose Assignee On Step dropdown set to JPO/Caseworker Plan Setup.](https://docs.youthcenter.net/wp-content/uploads/2025/05/image-146.png)

When complete with all steps, click "Save."

### **Using the Forms with Workflow**

To send out the invites for the form and workflow, find your form on the client profile or facility area and select "New Response."

![New Response button with a dropdown caret.](https://docs.youthcenter.net/wp-content/uploads/2025/05/image-151.png)

Once your form is selected, the below message will occur. Select "Yes, Create New Form Response."

![Confirmation dialog reading This form uses a workflow, with the message This will create a new response and start the workflow, and Yes, Create New Form Response and No buttons.](https://docs.youthcenter.net/wp-content/uploads/2025/05/image-152.png)

Based on the assignee's you have selected under the custom form workflow section, the "assign to" section will autofill. You can add any additional invite to the assignee in the box titled "Message to Invitee."

Once completed, select "Save."

![Workflow assignment confirmation dialog listing the three steps Batman's Plan Setup, Joker's review, and Batman's final acknowledgement, each with Assign To, Email, and Message to Invitee fields, and Cancel and Save buttons at the bottom.](https://docs.youthcenter.net/wp-content/uploads/2025/05/image-153.png)

**Non-Users of Youthcenter**:

- Will receive an email that shares the invitation message as well as quick link to access the form.
- An access code will be shared
- Any due dates and linked expiration dates will be shared in the messaging as well.

![Sample invitation email from postmaster@mg.youthcenter.net titled ACME Court, Original Youth Support Plan Form, notifying the recipient that David Valko invited them to fill out a form, with an email address, access code, and an Access the Form button, plus expiration and due date details.](https://docs.youthcenter.net/wp-content/uploads/2025/05/image-156.png)

When the "Access the Form" button is clicked, the assignee will be sent automatically to a page like below that will autofill the email address and access code.

![YouthCenter Forms portal login screen at forms.youthcenter.net titled Welcome to YouthCenter Forms, with instructions for accessing an invited form, and an Access your Form panel with Email and Access Code fields and a Continue button.](https://docs.youthcenter.net/wp-content/uploads/2025/05/image-157-1024x344.png)

**Users of YouthCenter**:

Not only will users receive emails like above, but they also can access via YouthCenter.

*Note: only an assignee can complete the steps below.*

To do so, find the client in the system that has a form you've been assigned to. You will see a workflow, like below.

![Workflows widget showing Batman's Testing Form response with Workflow Status Step 1 of 3, and Step 1: Batman's Plan Setup assigned to Theresa Lawrence with a Sent timestamp.](https://docs.youthcenter.net/wp-content/uploads/2025/05/image-154-1024x164.png)

Select the down-caret and choose "complete step X."

![Response dropdown menu open with options Complete Step 1, Resend Invitation 1, and Delete this Response, with a red box graphic around the Complete Step 1 option.](https://docs.youthcenter.net/wp-content/uploads/2025/05/image-155.png)

Once all steps have completed in a workflow, you will see a "form completed" tag in the right hand corner.

![Batman's Testing Form response row showing Filled out by Theresa Lawrence with created and modified timestamps, and a red arrow graphic pointing to a Form Complete badge.](https://docs.youthcenter.net/wp-content/uploads/2025/05/image-158.png)

### **Adding Dashboard Widgets to see Workflows in motion**

Select your Dashboard of choice.

![Main navigation menu with Dashboard expanded showing the My Dashboard sub-item.](https://docs.youthcenter.net/wp-content/uploads/2025/05/image-147.png)

Choose "Mange Dashboard."

![Manage Dashboard button with a gear icon.](https://docs.youthcenter.net/wp-content/uploads/2025/05/image-148.png)

Select "Add Widgets."

![Dashboard toolbar with Add Widgets, Edit Layout, More, Save Changes, and Cancel buttons, with a red box graphic around the Add Widgets button.](https://docs.youthcenter.net/wp-content/uploads/2025/05/image-150.png)

Find and click "Workflows."

![Workflows widget option in the Add Widgets list, labeled Workflows with the description Lists all in progress workflows that are assigned to you or that you can manage.](https://docs.youthcenter.net/wp-content/uploads/2025/05/image-149.png)

Like all widget options, feel free to drag and drop the widget wherever it makes sense to you on your dashboard.

Also, filter information in the widget by selecting the gear icon of the widget.

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