PlatoForms User Guide
  • Form Builder

    Creating an Online Form for an Existing PDF

  • Custom Domain

    With Builder you can build three types of forms: online web forms, online PDF forms, and master forms.

  • Master Form Builder

    you will arrive at the Form Builder. On the form Builder, there are three main sections:

Create a Workflow

This article provides a step-by-step guide on how to create a Workflow for efficient form processes.

Before you begin

Before you start, make sure to create individual forms for each role involved in the form-filling process. You have the flexibility to create both online PDF forms and online web forms, and then blend them within a single Workflow. Here’s how:

  1. Create an online form.


    Create a car rental form tailored for the customer’s needs.

  2. To save time, you can clone this form.

    Clone a form


    The cloned form is intended for the sales manager. By cloning, you replicate the current form, keeping its structure and settings intact, saving you from starting anew.

  3. On the Clone Form window, enable Reuse PDF File to avoid re-uploading the PDF. You can enable Reuse Form Fields to use the same fields in the cloned form as the initial form.

    Clone settings

  4. Configure relevant fields based on specific roles within each form.


    • The initial form gathers customer details such as “Name,” “Address,” and “Telephone”.
    • The second form is solely for the manager’s Signature.

  5. Publish the forms once you have finished editing.

Add steps in the Workflow

  1. After you have created forms for different roles, on the left navigation, click Worklows.

  2. On the Workflows page, click Create Workflow.

    Create workflow

  3. In the Create a Worklow window, choose the form to fill for the first step.


    Select the customer’s form for the first step.

    Select workflow step 1

    The form will be added to the Workflow as the first step.

  4. Within the Workflow, click the + icon to add the next step(s) in order.

    Add more workflow steps

Explore the Workflows page

After adding a Workflow to the blank Workflows page, you’ll see the following interface:

Introduce the Workflows page

Configure each step

After you’ve included steps in the Workflow, for each step, you can:

Configure workflows

Workflow actions

In the top right corner of the Workflow, you’ll find these buttons:

  • Share: Publish the Workflow once settings are confirmed. Once published, settings can’t be edited. Learn more in Share your Workflow.
  • Invitation: Share the Workflow using invitations. Clicking the link opens the first step’s form.
  • Rename: Change the Workflow name for better recognition.
  • Clone: Make a copy of the workflow. Useful for modifying a published workflow.
  • Delete: Remove the workflow (submissions stay unaffected).
Notifications and Invitations

Here’s how Notifications and Invitations differ:

  • Notifications: PlatoForms sends email notifications to your team members after someone submits a form and a PDF is generated. These notifications can be customized.

  • Invitations: Share your PlatoForms creations through personalized emails. Recipients receive a link to easily complete specific forms and provide feedback.

Video tutorial

You can refer to the video tutorial Create Workflow for your PDF below:

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