How Form Workflows Work in GoBuid

In this article

What form workflows are in GoBuid

In GoBuid, forms are not just one-time documents. They are part of a workflow.

A form workflow helps your team:

  • use reusable templates
  • assign responsibility by step
  • notify the right people
  • move submissions from one team to the next
  • keep a record of what was completed

This is especially useful for workflows such as safety forms, inspections, approvals, and RFIs.

Where templates live

All form templates are stored in Library.

This is where your company keeps reusable form templates and workflow structures.

Before your team can start using a form in real work, the template must first be added to a Project.

Add a template to a project

To use a form in a project:

  1. Go to the project
  2. Open the Forms tab
  3. Choose a template from your form library
  4. Add it to the project

Once the template is assigned to the project, your team can start creating submissions from it.

Edit a template for this project

After a template is added to a project, you may need to adjust it for that project.

For example, you may want to review:

  • the workflow steps
  • the teams involved
  • wording or project-specific details
  • whether the step setup matches how this project actually works

This helps make sure the template is ready before the first submission is created.

Assign team tags to project members

Submission access and step access are based on team tags.

That means team tags need to be set up correctly for the members in the project.

In Project → Members, managers can assign team tags to members based on how that project is organized.

Because projects may work differently, team tags can vary from project to project.

This matters because:

  • if a user belongs to a team tag assigned to any workflow step, they can create a submission for that template
  • only members in the assigned team for a step can complete that step

Create the first submission

Once the template is ready in the project, you can create a submission.

When creating a submission:

  • the system shows the workflow steps
  • the step section can show the teams involved
  • project members with relevant team tags receive notifications after the submission is created

After creation, the submission opens in the Fill Submission page so work can begin.

How step access works

Each workflow step must be assigned to at least one team.

A team can include multiple members.

Once a step is assigned:

  • members in that team can act on that step
  • members outside that team can view the submission, but cannot complete that step
  • when one step is finished, the next step becomes pending for the next responsible team

This keeps ownership clear and prevents the wrong people from editing the wrong step.

How notifications and handoff work

Form workflows are designed to support handoff between teams.

When a submission is created

Relevant team members receive notifications.

When a step is completed

The workflow moves forward to the next step.

At that point:

  • the next team becomes responsible
  • members not in charge become view-only
  • the system can send notifications
  • a PDF record can also be sent by email for record-keeping

This helps teams keep a clear audit trail of who completed what and when.

Typical workflow

A common form workflow in GoBuid looks like this:

  1. A template is created and stored in Library
  2. The template is added to a project
  3. The template is reviewed or adjusted for that project
  4. Project members are assigned the right team tags
  5. A submission is created
  6. The first team completes its step
  7. The submission moves to the next team
  8. Notifications and PDF records are sent along the way

Example: Safety form workflow

For a safety form, a typical setup may look like this:

  • A safety template is added to the project
  • The workflow is reviewed for this project
  • Safety-related team tags are assigned to project members
  • A submission is created
  • The assigned team completes the first step
  • The next team is notified and takes over
  • Completed steps are recorded and shared

This allows safety submissions to be traceable, structured, and easier to manage across teams.

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