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Workflow: Actions
Actions are buttons that appear at the top of a form, allowing users to transition it between different Statuses in the workflow.
⚠️ Note:
For an action to be performed, the form must be free of validation errors—unless the “Ignore Validation” option is enabled, which overrides this requirement.
How to Configure Actions
To create a new action, navigate to the Workflow screen and click the “Add Action” button. You can then configure the following properties:
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Name – The label of the action.
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Icon – Appears on the action button and in workflow history (defaults to a check icon).
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Target Status – The status the form will move to once the action is completed.
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Quorum – Defines how many users must complete the action for it to be considered finished.
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Audience – Controls who can see and perform the action (linked to the quorum setting).
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Confirmation – Configures a pop-up to confirm the user’s intent to take the action.
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Notifications – Email alerts that can be triggered by this action. Learn more about notifications
Quorum and Audience Settings
1. Fixed Number (Fixed No.) Quorum
This quorum type specifies how many people must complete the action for it to be considered complete.
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Example: If Fixed No. = 2, two users must perform the action for it to be marked as complete.
Audience Options for Fixed No.:
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Public – All users in the organization can see and perform the action.
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Include external users – Allows people outside your tenant (if given access) to participate.
2. Specific Users
Instead of allowing everyone, you can limit the audience to specific individuals or groups:
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Named users in your organization
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Specific security or Microsoft 365 groups
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Participants of previous actions
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External users
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Users from person-type fields (e.g., “Assigned To” field in the form)
💡 To select from person-type fields or external users, type a curly bracket: { and choose from the available options.
Note: Person-type fields are not limited to fields visible in the form layout—they include all such fields defined in the form.
3. Everyone Quorum
This option requires every user in the defined audience to perform the action before it is marked as complete.
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Example: If the audience is a group of 5 users, all 5 must perform the action if quorum is set to “Everyone.”
The audience setting here is the same as for Fixed No. (i.e., specific users or groups).
Confirmation Configuration
Confirmation settings determine what users see after clicking an action. This step adds an extra layer of acknowledgement or input before the action is finalized.
Available confirmation options:
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Instruction text (can include HTML)
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Comment field (configurable as hidden, optional, or required)
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Ink signature request
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Authentication signature requet
Comment
Ink Signature Request
✅ These confirmation options can be combined as needed.
Please note: The confirmation experience may vary depending on the user type (internal vs. external) and additional settings such as CAPTCHA.
Email Notifications
To configure email notifications associated with actions, click here.