Skip to main content

​
How to create a workflow

1

Start with a blank Fillout workflow

Open an existing form first or create a new one, then navigate to the Integrate tab from the top menu followed by Workflows to create a + Blank workflow.
Workflows tab under Integrate with the + Blank workflow button
2

Choose a trigger

Select a trigger.
Select a trigger menu with Form submitted, Event canceled, Event rescheduled, Before event starts and Form abandoned
Workflow triggersA trigger refers to a condition that starts a specific action or series of actions. Examples are:

Form submitted

Form abandoned

Scheduling event canceled

Event rescheduled

Before event starts

3

Choose an action

Select an action and Edit it according to your preferences. To add more actions, click the plus icon .
Summarize and email workflow with Form submitted, AI action and Send email steps
Workflow actionsActions are the tasks or steps that are automatically carried out after a trigger occurs. Examples are:

Run AI (Summarize, Classify, Generate, Extract)

Send Slack/Teams/Discord messages

Delay ("wait 4 hours")

Send custom emails

Filter and Branch

Send Webhooks

Request approvals

Send SMS with Twilio

4

Publish and share

Test your workflow first to ensure everything’s running. Then, Publish and Share it.Published workflows also run for submissions made in Preview, so a preview test can send real emails.

​
Workflow limits

Each form can have up to 5 workflows, or 20 once your organization is verified. Your plan doesn’t change this. To get the higher limit, submit an organization verification request. Scheduling reminder emails don’t count toward it. Each workflow can have up to 20 actions, on every plan. When you reach a limit, Fillout shows Maximum number of workflows added or Maximum number of actions added. On organizations created on or after October 5, 2026 with no paid Fillout or Zite plan, workflow emails from Fillout aren’t sent until you verify your account or upgrade. Emails from a connected Gmail or Outlook account, and actions like Slack messages or webhooks, still run. See Verify your account to send emails.

​
Edit an existing workflow

Click Integrate from the top menu of your form, and click Workflows. Select a Fillout workflow to edit it. To rename a workflow, open it and click its name at the top of the workflow editor. Enter the new name, then click Rename. The new name saves right away, so you don’t need to publish the workflow again.
Give each workflow a name that says what it does, like “Send quote to sales”. Workflow names show in each submission’s Workflows section in Results, so similar names are hard to tell apart.
Your workflows list with a Thank you email workflow and a disabled workflow

​
Test workflows with prior submissions

Test your Fillout workflows without waiting for triggers or creating demo submissions. Open a workflow and click Test at the top. Then, choose one of your form’s past submissions and click Run workflow.
Select a submission to test with popup, listing live and preview submissions, and the Run workflow button

​
1-click automations with templates

The fastest way to get started with workflows is from a template. Open your form, click Integrate at the top, then Workflows. The templates are listed under Notifications, Approvals, Scheduling, AI and Conversion kit. Click one to start from it, or click Blank workflow to build your own.
Workflow templates under Notifications, Scheduling, AI and Conversion kit

​
Monitor workflows in one place

Track email notifications and other Fillout workflows, with full visibility of what happened when. To view workflow runs, open your form and go to Integrate from the top menu. Click the clock icon .
Thank you email workflow with the clock icon for its run history
You can also view an individual form submission and scroll down to see the workflow run history.
Workflows section of a submission with a Finished run and the See workflow and Replay buttons