Use Case: Multiple forms flow

[David Christian]

Here is the scenario/use case:

1. We want a simple form where users can submit software for Review, which is required prior to purchase.  

2. From the form there will be a manual review and 1 of 3 other forms will then need to be sent to the user to complete.  This second form will have some fields prepopulated but there will also be fields we need them to input information.

I know step 1 we can use a link to point people to the RITM form on the service portal, but the part we are struggling with is how to get the second step where it sends them a different form that might be partially filled out.  

[Mark Manders]

You can create a notification for just this process and include a link to the new form in which you already prefill some of the data. Using that link will take them to the form. A catalog client script will take care of filling the data on the form.
You may need to apply some logic through (work)flow if it is also to update the existing records. But if it's new forms, that will work great.

[Manikandan Than]

Hello @David Christian ,

We can handle this using separate catalog items for the follow-up forms and Flow Designer to orchestrate the process:

1. Create the initial Software Review Catalog Item where the user submits their request.

2. Build three secondary catalog items (the different forms you mentioned).

3. In the Flow Designer flow for the Software Review request:

   • Route the request to the reviewer.

   • Based on the reviewer’s decision, trigger the appropriate follow-up catalog item.

   • Use Flow Designer’s data pill mapping or scripting to prepopulate values from the first request into the second form.

4. Notify the user with a link to the follow-up form so they can complete the remaining required fields.

This approach keeps the process structured inside the Service Catalog, supports prepopulation, and gives flexibility for future changes if additional forms are introduced.

Best Regards,
Manikandan

[David Christian]

Thank you.  Good, helpful information!