Understanding workflow fields and modules

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Understanding Workflow Fields

In a workflow step, you can add several types of inputs: form fields, document requests, information screens, and DocuSign contracts.

Each input serves a specific purpose:

  • a form field is used to request information from the contact
  • a document request is used to collect a file
  • a screen is used to display content without requiring a response
  • a DocuSign contract is used to have a document signed

This guide explains what each setting in the editor means, and when to use it.

Main types of inputs available

1. Form field

This is the most flexible type. It allows you to request data from the contact: text, email, date, choices, country, IBAN, etc.

Currently available types:

  • Short text
  • Long text
  • Email address
  • Number
  • Website
  • IBAN
  • Date
  • Country
  • Dropdown
  • Single choice
  • Multiple choice
  • Checkbox
  • Section
  • Company name
  • Company SIRET

2. Document request

This type is used to request a document from the contact, with optional:

  • a description
  • required or not applicable logic
  • an expiration date
  • a downloadable template
  • internal validation instructions
  • automatic validation for certain special documents

3. Screen

A screen is only used to display content within the workflow:

  • a title
  • rich text

It does not request any response from the contact.

4. DocuSign contract

This type allows you to insert an existing DocuSign contract into a step for signature.

Most common settings

Internal field name

The internal field name is mainly used to help you navigate in the admin interface.

It is not intended as the main text shown to the contact. In practice, it is used in several internal places:

  • in the workflow editor
  • in some exports
  • when choosing a field to rename a repeatable workflow
  • in the display conditions editor

Best practice: choose a short, stable, and unambiguous name, for example:

  • first_name
  • website
  • contract_start_date

Field type

The field type defines:

  • how the field appears to the contact
  • which settings are available in the editor
  • sometimes the business logic of the field

Example:

  • a text field can have a placeholder
  • a single choice field must have options
  • a section is purely visual and does not require a response

Important: in the current interface, the type is chosen when the field is created. Once created, it cannot be edited.

Label

The label is the text shown to the contact to present the question or field.

Examples:

  • Your first name
  • Date of birth
  • Select your country

The label is the most visible element for the contact. It should be your top priority.

Placeholder

The placeholder is the text shown inside the field while it is empty.

It is mainly used to provide an example of the expected format, for example:

  • e.g. Diana
  • e.g. https://www.superdocu.com
  • e.g. FR76XXXXXXXXXXXXXXXXX

The placeholder is not available for all field types. It is mainly used for free input fields such as text, email, number, URL, IBAN, and long text.

Best practice: use the placeholder to give an example, not to convey critical instructions. Important instructions should go in the description.

Description

The description is used to add extra context below certain fields.

It is useful for:

  • explaining what is expected
  • giving a business rule
  • reassuring about the format
  • adding a useful link

For form fields, this appears as helper text when supported.

Required

The required setting indicates whether the contact must provide a response.

For form fields:

  • if required, the contact must fill it in to proceed
  • if not required, it can be left empty

For display elements like screens and sections, this does not apply.

Important detail: if a field is hidden by display conditions, it does not block progress while hidden.

Options

Options apply to choice fields:

  • dropdown
  • single choice
  • multiple choice

Each option represents a selectable value.

Examples:

  • Yes
  • No
  • France
  • Belgium

At least 2 options are required.

For dropdown, single choice, and multiple choice fields, each option can also be linked to an internal tag. When selected, the corresponding tag can be automatically added.

Limits to keep in mind:

  • dropdown: up to 250 options
  • single choice: up to 10 options
  • multiple choice: up to 50 options

Display conditions

Display conditions allow you to show or hide an input based on answers given in the workflow.

They apply to all input types:

  • form field
  • document
  • screen
  • DocuSign contract

How it works:

  • rules within the same group use AND
  • multiple groups use OR
  • without conditions, the input is always shown

Conditions are based only on existing form fields in the workflow. They can reference answers from other steps, not just the current one. Sections are for structuring only and cannot be used in conditions.

Details by input type

Form fields

All form fields have an internal name. Available settings then depend on the type.

Short text

Available settings:

  • internal field name
  • label
  • placeholder
  • description
  • required

Long text

Available settings:

  • internal field name
  • label
  • placeholder
  • description
  • required

Email address

Available settings:

  • internal field name
  • label
  • placeholder
  • description
  • required

Number

Available settings:

  • internal field name
  • label
  • placeholder
  • description
  • required

Website

Available settings:

  • internal field name
  • label
  • placeholder
  • description
  • required

IBAN

Available settings:

  • internal field name
  • label
  • placeholder
  • description
  • required

Date

Available settings:

  • internal field name
  • label
  • description
  • required

Country

Available settings:

  • internal field name
  • label
  • description
  • required

Checkbox

Available settings:

  • internal field name
  • label
  • required

The label is especially important here, as it carries the full meaning of the field.
If required, the contact must check it to proceed.

Dropdown

Available settings:

  • internal field name
  • label
  • options
  • description
  • required

Best use: when only one answer is possible and the list may be long.

Single choice

Available settings:

  • internal field name
  • label
  • options
  • description
  • required

Best use: when only one answer is possible and you want all options visible.

Multiple choice

Available settings:

  • internal field name
  • label
  • options
  • description
  • required

Best use: when multiple answers can be selected.

Section

A section is a special field used to structure a step, not to collect input.

Available settings:

  • internal field name
  • section title
  • section description

The contact sees the title and description but does not input anything.

Company name

A specialized field based on a text input.

Available settings:

  • internal field name
  • label
  • placeholder
  • description
  • required

Its specificity is that it can automatically update the contact’s company name after submission.

Company SIRET

A specialized field based on a text input.

Available settings:

  • internal field name
  • label
  • placeholder
  • description
  • required

It is used to collect the company’s SIRET. Depending on the contact’s situation, it may become non-editable.

Document request

A document request does not work like a form field. You mainly configure what the contact must provide.

Available settings:

Document name

The displayed name of the requested document.

Examples:

  • Kbis extract
  • Insurance certificate
  • Signed contract

Description

Used to clarify what is expected, for example:

  • the exact document
  • the required period
  • the desired format

Requirement

Two possible behaviors:

  • Always required: the contact must provide the document
  • Only if applicable: the contact can indicate it does not apply

Expiring document

You can mark a document as expirable.

In that case, the contact must provide either:

  • the expiration date
  • or the issue date, with a validity duration

Downloadable template

You can attach a template file that the contact can download, fill in, and upload.

Useful for:

  • contracts
  • certificates
  • internal forms

Validation instructions

Used to add internal instructions for your team.

Examples:

  • check the signature
  • check the date
  • ensure the document is readable

These are for validation, not for the contact.

Special document

You can select a special document type to enable automatic validation.

Additional settings may appear depending on the selected type.

Screen

A screen is used to display intermediate content in the workflow.

Available settings:

  • Displayed title
  • Screen text

The text supports rich content. No response is required.

Best use:

  • welcoming the contact
  • explaining the next step
  • providing context before a complex request
  • giving instructions before a document or signature

DocuSign contract

For a DocuSign contract, the main setting is selecting the existing contract to insert into the step.

This type does not have a label or placeholder like form fields. It relies on the DocuSign contract already configured.

What the contact actually sees

In practice, the contact mainly sees:

  • the field label
  • the placeholder (if any)
  • the description (if any)
  • options for choice fields
  • the title and text of a screen
  • the name and description of a requested document

The internal field name is mainly for administration and organization.

Best practices

  • use the internal field name as an identifier, not as marketing text
  • use the label to ask clear and natural questions
  • use the placeholder to provide concrete examples
  • use the description to add context or rules
  • use sections or screens to structure long steps
  • use display conditions to show only relevant inputs
  • keep choice field options short and unambiguous

Quick summary

  • Internal field name: used for internal management and logic
  • Field type: defines structure and available settings
  • Label: main text shown to the contact
  • Placeholder: example inside an empty field
  • Description: additional guidance
  • Required: whether a response is mandatory
  • Options: values for choice fields
  • Display conditions: control visibility based on previous answers

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