Visual workflow automation

Build form and approval workflows. Keep one PDF together.

Use a visual canvas to move a request through forms, approvals, branches, and parallel reviews. When several people need to fill or sign the same PDF, put their form steps in sequence so each contribution appears in one finished document.
See plans Build a workflow

Approvals happen in parallel. Signatures are added in sequence to one PDF.

Swipe to see the full workflow

From the designer to each decision and run

See the workflow in PlatoForms

Workflow designer with connected form, branch, and approval steps
Design the route
Workflow approval page with document, fields, and decision buttons
Review a request
Workflow tracker showing run status, current steps, and assignees
Track every run
Design approvals, branches, and parallel paths

Route each request to the right people

Build a visual path from the first form to the next task. Route by an earlier answer, let independent reviews run together, and send a form back when it needs changes.
Build a workflow
Give reviewers a clear decision and next step

Keep approvals moving

Approvers can review the submitted document, add a comment, approve, or send it back. Their decision follows the path you defined, and PlatoForms notifies anyone assigned to the next task.
Set up approvals
Let several people fill or sign the same document

Complete one PDF across steps

Each person completes their own form step while the PDF carries forward. When those steps use the same uploaded PDF in sequence and later steps enable Combine data across steps, their entries appear in one completed document.
Combine data across steps
Track runs and act on overdue tasks

See what’s waiting and follow up

See each run’s current steps, assignees, and overdue work in the tracker. Open its timeline to find delays, then nudge or reassign a waiting task when you have editor access.
Track workflow runs
From the first submission to the final PDF

How a workflow runs

  1. Build and publish the path

    Add Form, Approval, Branch, and End steps on the visual canvas. Decide who does each task and what happens after an approval or send-back.

  2. Start a run

    A person submits the first form through a shared link, an invitation, or your website. PlatoForms creates the next tasks and emails their recipients.

  3. Move the work forward

    Recipients use their task links to fill in forms or make approval decisions. The route you designed determines what happens next, while the tracker shows who is waiting and what is overdue.

  4. Finish and keep the record

    The run completes after all paths end. A completion notification can deliver the final PDF, and workflows with approvals can append an approval record page.

Learn through step-by-step demos and tutorials

One Workflow. One PDF. Request. Approve. Sign.

Watch how to build a PDF approval workflow in PlatoForms
See how to submit a leave request, approve and sign it, and receive the completed PDF

Plans and pricing

How much does Workflow cost?

Workflow is included in every paid plan, starting with Bronze. Approval, Branch, and End steps do not count as additional forms.

$10per month
when billed annually
15 daysfree trial
no credit card

Bronze includes

  • 2 live forms
  • 1,000 submissions / month
  • 5 team members
See all plan limits

Compare workflow options

Choose based on what moves through the workflow: forms, PDFs, or agreements.

Forms + one PDF

PlatoForms Workflow

Route forms and approvals while several people complete the same uploaded PDF in sequence.

From $10/month annually Pricing ↗

Forms + generated documents

Formstack Workflows

Connect Formstack Forms, Documents, and Sign with dynamic participants.

Suite from $250/month annually Pricing ↗

USD prices shown are published US entry prices with annual billing where stated, checked September 2026. Availability, taxes, and prices can vary by region. Plans have different usage limits; follow each pricing link for current terms.

FAQ

Questions about Workflow

Everything you need to know before you build one.

1. How can multiple people fill out and sign the same PDF?
PlatoForms Workflow lets multiple people fill out or sign the same PDF in sequence, with each step preserving earlier entries and adding new information. Create a separate form step for each person, reuse the same uploaded PDF, and enable Combine data across steps on each later step. The result is one PDF containing everyone’s entries and signatures. See how to combine data across workflow steps.
2. Can several people sign the same PDF in parallel?
Not when you need one PDF with every signature. Parallel signing form steps produce separate documents. Put the signing form steps in sequence, use the same uploaded PDF, and turn on Combine data across steps on the later steps. See how data and PDFs work across steps.
3. Can approvals happen in parallel?
Yes. Separate approvers can review a request at the same time. You can bring their paths together before the next step. If both approvers must also sign one PDF, put their signing form steps in sequence after the approvals. See the parallel approvals example.
4. What happens when an approver sends work back?
You choose where the Sent back connection leads. If it returns to an earlier form, the person responsible receives a link to revise their submission. When they resubmit, the workflow moves forward again. A send-back can also end a run when that connection has no next step. See approval decisions and send-backs.
5. Do participants need a PlatoForms account?
No. Participants can use the task links emailed to them to fill in their form or approve a request without signing in. Each link identifies its recipient, so it should not be forwarded to someone else. See how workflow links work.
6. How does PlatoForms Workflow compare with Jotform Workflows?

Send back without duplicating steps. PlatoForms supports Send back to an earlier form for corrections, then reruns the following steps. Jotform does not support looping back to an existing approval element and requires a new one, according to Jotform support.

Lower HIPAA starting price for healthcare teams. PlatoForms Silver includes HIPAA features and a BAA from $30/month, compared with $99/month for Jotform Gold, both billed annually.

Standard USD prices, checked September 2026. Plan limits differ.

Build your first workflow

Try Workflow with full paid-plan access for 15 days. No credit card is required.

Start your free trial Compare plans