---
title: "Create a workflow action based on form status"
slug: "creating-a-workflow-action-based-on-form-status"
updated: 2026-09-28T06:23:30Z
published: 2026-09-28T06:23:30Z
canonical: "help.quickbase.com/creating-a-workflow-action-based-on-form-status"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.quickbase.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Create a workflow action based on form status

## Overview

You can create automated workflow actions that are triggered by [custom form statuses](/fastfield/docs/form-status). For example, a form status marked *Approved* could automatically generate a report to management, while a status of *Needs Repairs* could trigger an alert and send the report to maintenance personnel. Here are a few common scenarios for creating a workflow action based on a form status:

- **Approval processes:** Set up workflows to automatically notify approvers when a form is submitted and requires review. When a reviewer changes the status of a form (e.g., *Approved,* *Rejected*), it can trigger subsequent actions, such as alerts to stakeholders.
- **Conditional actions**: Each form status could trigger different actions. For example, a form marked *Complete* could automatically generate a PDF report and send it to management, while a form marked *Incomplete* could trigger a notification to the submitter that more work is needed.
- **Data synchronization:** When a form reaches a specific status, you can use workflow actions to trigger data synchronization with other systems or databases, ensuring that relevant information is updated and shared across different platforms.

## How to create custom form statuses

To create workflow actions based on form status changes, you'll first need to create a set of selectable form statuses. To learn more about creating custom form statuses, read our [help guide](/fastfield/docs/form-status) or watch the video below.

## [Embedded content](https://player.vimeo.com/video/670936242)

## How to create workflow actions based on form status

1. Log into the **Portal** and go to **Workflow** > **Global Workflow**.
2. Select **+ New Workflow**. ![Screenshot](https://cdn.document360.io/dd260e4e-10bb-4b66-8fb3-5504c272b904/Images/Documentation/17161353036685?sv=2026-02-06&spr=https&st=2026-10-30T09%3A52%3A05Z&se=2026-10-30T10%3A52%3A05Z&sr=c&sp=r&sig=RFjtObIHXJehzjaRvtQja2aPCVXvwuiM0a%2FQ7z1S63A%3D)
3. **Name** your workflow.
4. Choose a **specific form** you want to assign this workflow action to or choose *Any* to apply it to **all forms** in your account.
5. Specify what actions/integrations should occur when a certain status is selected.
6. Select **Add Conditions** to determine the conditions that must be met for the workflow actions to be triggered.
  - Here, you'll set up your form status condition.
  - This step determines which field will trigger a status change based on user input or form completion.

![Screenshot](https://cdn.document360.io/dd260e4e-10bb-4b66-8fb3-5504c272b904/Images/Documentation/17161353038989?sv=2026-02-06&spr=https&st=2026-10-30T09%3A52%3A05Z&se=2026-10-30T10%3A52%3A05Z&sr=c&sp=r&sig=RFjtObIHXJehzjaRvtQja2aPCVXvwuiM0a%2FQ7z1S63A%3D) Once your workflow actions are set up, we recommend you **test your form** to ensure the actions are working as expected.