Submission statuses and conditional workflows

Submission statuses are team workflow labels on saved submissions. Conditions change what the form shows and which notifications send based on answers. Together they let you route work after submit and tailor the form experience before submit.

Prerequisites

• Submission Statuses
• Conditions

Statuses — organise submissions after save

Statuses answer "where is this submission in our process?" — separate from system states like complete, incomplete, or spam.

Typical handles:

• new
• in-progress
• approved
• closed

Set up statuses

1. Go to Formie → Settings → Submission Statuses.
2. Create statuses with name, handle, colour, and optional description.
3. Mark one status as the default for new submissions.
4. Per form, choose which status new submissions receive under form settings.

Statuses sync through project config. You cannot delete the default status while it is default, or remove a status still assigned to submissions.

Add statuses when a team actually needs review or follow-up. If every submission is handled the same way, the default status may be enough.

Statuses vs system states

A submission can be complete and new, or complete and approved, or marked spam regardless of status.

Conditions — change the form path

Conditions use three parts: field to check, comparison, and value. Choose whether all rules or any one rule must match.

Formie supports conditions on:

• Fields — show or hide
• Pages — skip sections in multi-page forms
• Page buttons — control next/previous availability
• Email notifications — send or skip
• Notification recipients — route to different people

Example: reveal follow-up fields

Show a "Please specify" text field only when Dropdown reason equals other:

1. Edit the text field → Conditions.
2. Enable conditions.
3. Add rule: reason is other.

Hidden required fields stop being required while hidden — the form is not blocked by fields the user cannot see.

Example: branch pages

On a multi-page form, add page conditions so enterprise customers skip the consumer pricing page:

1. Edit the page → Conditions.
2. Set rules on companySize or similar qualifying field.

Example: conditional notifications

Send a notification to sales only when budget is above a threshold:

1. Edit the email notification → Conditions.
2. Add rule: budget is greater than 10000.

Use recipient conditions when the same notification template should go to different addresses depending on submission content.

Combining statuses and conditions

Conditions affect behaviour during and immediately after submit. Statuses affect management afterward in the control panel.

A practical workflow:

1. Conditions route urgent enquiries — high budget reveals a priority page and sends a dedicated notification to sales.
2. New submissions land in status new (form default).
3. Staff move submissions to in-progress while working them, then closed when done.

Conditions do not set statuses automatically. If you need status changes based on submission content, use a module that listens for Submission::EVENT_AFTER_SAVE or a custom workflow task in the save stage.

use craft\events\ModelEvent;
use verbb\formie\elements\Submission;
use yii\base\Event;

Event::on(Submission::class, Submission::EVENT_AFTER_SAVE, function(ModelEvent $event) {
    $submission = $event->sender;

    if ($submission->getFieldValue('priority') === 'urgent') {
        $submission->statusId = Formie::$plugin->getStatuses()->getStatusByHandle('in-progress')->id;
        Craft::$app->elements->saveElement($submission, false);
    }
});

Avoid infinite save loops — use $event->isValid checks and skip when the status is already correct.

Control panel editing

When editing submissions in the CP, Formie can apply the same field and page conditions as the front end. Configure the default under Formie → Settings → Submissions, or override per form.

Related

• Submission Statuses
• Conditions
• Submission workflow and stages explained
• Email Notifications