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Create Public Form Link from Form Submissions (Action Flow)

The Create Public Form Link from Form Submissions Action Flow module allows you to automatically create a new Form once a designated Form has been submitted. This gives your Forms an additional level of submissions and allow you create complex Forms where for some submissions extra Forms have to be filled out.

For example, in a procurement process, a supplier fills out an initial vendor registration Form. If they indicate their business is located overseas, this Action Flow module automatically generates and emails them a unique, supplementary "International Tax & Compliance" form link to capture the necessary cross-border legal details without cluttering the primary registration form for domestic vendors.

Configuring the Create Public Form Link from Form Submissions module

To configure this Action Flow module:

  1. In Studio, go to your package and click New asset > Action Flow.

  2. Click Add module and from the list select Celonis > List Form Group Submissions.

    List of Celonis Action Flow modules with the List Form Group Submission module selected.

  3. Select from existing OAuth 2.0 connections, or create a new one. See Registering your OAuth client in the Celonis Platform.

  4. Provide the following values:

    Value

    Description

    Name

    The name for your Action Flow.

    Expiration date

    The expiration date for your link. Your public link will stop working from that day onwards. By default, links are set to expire within seven days.

    Submissions

    Completing this submission will trigger a new Form.

    Assignees

    Users who can open the shareable link. This setting allows you to make the Forms accessible only to selected users.

    Submission Even Type

    The event that will be sent back to Process Orchestration the moment a user submits their Form.

    Submitted once only

    Decide if you want the same Form to be submitted multiple times.

    Custom JSON Attributes

    Define custom JSON attributes that can be mapped inside the Form editor and stored against a shareable link. This securely pre-populates your Forms with vital process context, making the human-in-the-loop interaction faster and easier for the end user.

    1. Create a custom JSON attribute and give it a specific key name. For example, expectedDeliveryDate.

    2. Assign a dynamic value from your process to this key.

    3. In your Form builder, select a specific field and set its default or calculated value by entering:

      data._magicLinkCustomAttributes.mydata

      The mydata value must be replaced with the key name of the JSON attribute. Using the earlier example, this could be:

      data._magicLinkCustomAttributes.expectedDeliveryDate

      When the user clicks their shareable link, the Form dynamically pulls this exact workflow data to automatically pre-populate the field for them.

    Language

    The language of your Form.

    By configuring it with a specific language key, the module automatically translates the generated Form link into the recipient's language based on your pre-defined Studio translation maps.

    Digital Process Instance ID

    Digital Process Instance ID, often abbreviated to dpInstanceId, connects your generated Form to your overarching workflow, like Orchestration Engine. dpInstanceId ensures that all data captured in the Form is saved to the correct process context and that the correct waiting workflow is successfully woken up upon submission.

    If you don't see any dpInstanceIds on your list, add one using the Action Flow input field. See Adding process context to Process Orchestration.

  5. Click Save.

  6. To make the Action Flow operational, version and deploy the package the module is in. See Versioning and deploying packages.

    Your Action Flow is ready. Run it once to see the output with all the data submitted in the Form Group you selected.

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