Setting Up a Form Workflow
A Form Workflow connects one form to a routing rule and an optional outreach message. It's created the same way as a chat link or a scheduling link, from the Form section in the left-hand navigation, under Meetings.
You can activate a Form Workflow at any step of setup - each step is designed to deliver value on its own, so you don't need to finish every step before going live.
Click “Create form workflow” to build your new flow;
Step 1: Select a form
Knock lists every form captured in your Hubspot, sorted by the number of leads submitted in the last 90 days. For each form you can see the source page and its category. Use search or the category filter to find a specific form. Forms with no submissions in the last 90 days still appear, sorted to the end of the list.
Step 2: Choose routing and configure outreach
- Select a routing rule for this workflow.
- Turn on outreach if you want Knock to send a LinkedIn message to qualified leads. Outreach is sent from the rep the routing rule assigns.
- Edit the outreach message if needed. See Routing Rules and Outreach for Forms for the default message, available variables, and when outreach is skipped.
- Preview the generated message before activating.
Outreach can be skipped entirely - the workflow will still activate, enrich and route leads without sending a message.
Step 3: Invite reps to connect LinkedIn (optional)
If you didn't skip outreach, this step lists the reps included in your routing rule and lets you invite the ones who haven't connected their LinkedIn account yet. A rep without a LinkedIn connection can still have leads routed to them; they just won't receive the outreach step until they connect.
Activating a workflow
You can activate a Form Workflow at either of these points:
- After Step 2 (outreach): leads are enriched, routed, and - if outreach is on - sent a LinkedIn message.
- After Step 3 (LinkedIn invites): same as above, and reps you invited who have since connected their LinkedIn will also receive outreach.
The summary page before activation shows which reps in your routing rule aren't connected to LinkedIn yet, and lets you activate or pause the workflow.
Managing an existing workflow
- Draft workflows can still have their form selection, routing, and outreach message changed. Once a workflow is activated, the connected form can no longer be changed.
- Pause a workflow means the workflow will stop enriching, routing and sending an outreach.
- Live workflows can have their outreach message and routing edited, and you can view performance at any time.
- Workflows can be duplicated.
- Editing routing or the outreach message on a live workflow applies to new submissions only. Submissions already in progress are not reprocessed with the new settings.