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What is a workflow?

A workflow is a series of automated steps that run after something happens, such as when someone submits your form or books a meeting.

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How it works

Typically, completing tasks manually requires you to perform each step yourself, such as sending emails, updating records, or notifying your team. With Fillout Workflows, you can automate these steps by setting up a trigger and a series of actions that run automatically. For example, when someone submits a form, a workflow can automatically:
  • Send a confirmation email to the user
  • Notify your team about a new submission
  • Update a record in another app
  • Trigger a follow-up action
Once a workflow is set up, it runs in the background and completes these tasks for you. This helps reduce repetitive work, keep processes consistent, and make sure important actions happen at the right time.

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Common use cases

  • Automatic meeting reminders: Send reminders to attendees before scheduled meetings
  • Follow-up emails: Send automated emails after a form submission or booking
  • Third-party app integrations: Create records, update data, and trigger actions in other apps
  • Team notifications: Alert your team when new submissions or events occur
  • Lead and customer follow-ups: Automatically engage users and guide them through next steps

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Workflow types

Notifications

Automate email sending, pipe previous answers, and style your email.

Approvals

Automate project approvals, HR requests, job applications, and others.

Scheduling

Allow respondents to book a time slot on your calendar.

AI

Use AI to summarize, classify or extract insights from submissions.

Conversion Kit

Enrich emails, require, route leads based on company size, and more.

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Workflow actions

Filter and Branch

Trigger different actions based on specific conditions.

Delay ("wait 4 hours")

Pause workflows for minutes, hours, or even days.