Setting Up a Form Workflow

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

1. Select a routing rule for this workflow.
2. 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.
3. Edit the outreach message if needed. See Routing Rules and Outreach for Forms for the default message, available variables, and when outreach is skipped.
4. 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.

Tag-based routing (no CRM required)

Tag-based routing lets you use Knock's enrichment, routing, and outreach on form submissions without connecting a CRM. The Knock tag already detects the moment a visitor submits an email through a form on your site. Tag-based routing uses that same moment as its trigger: it captures the lead's email and submitted details directly from the tag, then runs them through Knock's enrichment and routing, the same way a Form Workflow does.

Which flow you get depends on your setup

When you click Create a new workflow from the Form section, Knock shows you one of two options based on your current setup:

If you create a tag-based workflow and later connect HubSpot, your existing tag workflow becomes editable as a Form Workflow, but you won't be able to create additional tag-based workflows going forward. New workflows will use the Form Workflow path instead.

Setting up a tag-based workflow

1. Choose which pages to capture on. Pick one of two modes:
• All pages – the workflow runs on forms across every domain the Knock tag is installed on. Use this for broad coverage, then list exceptions for the few pages you don't want triggering it (for example, a careers page or an internal test page).
• Specific pages – the workflow only runs on the pages you list. Use this to scope a workflow to a single landing page or campaign, like a gated content offer or a contact-sales page.
2. Choose routing. Tag-based workflows use the same routing rules and the same routing page as Form Workflows - see Routing Rules and Outreach for Forms.
3. Configure outreach. Optional, and can be skipped, exactly as in a Form Workflow.
4. Activate. Once live, every submission captured on your selected pages is enriched, routed, sent outreach (if configured), and - if the lead replies - triggers the same Slack notifications as a Form Workflow.

Managing a tag-based workflow

You can edit the outreach message, routing, and the pages the workflow captures on, and view performance at any time.

FAQ

On this page

• Setting Up a Form Workflow
• Step 1: Select a form
• Step 2: Choose routing and configure outreach
• Step 3: Invite reps to connect LinkedIn (optional)
• Activating a workflow
• Managing an existing workflow
• Tag-based routing (no CRM required)
• Which flow you get depends on your setup
• Setting up a tag-based workflow
• Managing a tag-based workflow
• FAQ