Intake forms let people outside your team, like freelancers or clients, submit files for review in Ziflow. Submissions are turned into proofs to review in your account.

Available on: Business Legacy, Standard Pro Enterprise

Basic intake forms: Standard

Branded intake forms: Pro Enterprise

Custom properties: Enterprise

You can create as many intake forms as you need, each with its own title, description, and upload options.

Intake forms support file uploads, website submissions, and plain text which Ziflow converts to PDFs for review.

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  To allow people to submit proofs through intake forms, follow the three steps below to create your intake form, set up a flow that triggers proof creation, and test your form.

  1. Create an intake form

     Build a form that collects all necessary information for proof submission, such as file uploads, project details, and reviewer information.
     You can also create a proof containing multiple assets or embed the intake form on a website using iframes.
     
      

  2. Create a flow to trigger proof creation from your intake form

     Set up a flow that creates a proof when people submit using your intake form. Without this step, your intake form will not create a proof review.
     
      

  3. Test your intake form

     Before deploying the form, test it to verify that all required fields function correctly and the submitted data is captured as expected.
     
      

  Create intake forms

   

  1. Log into Ziflow and go to Connect > Intake forms and select Create Intake Form.
     
     
     
     A new intake creation form opens.
      
  2. Fill out all necessary fields and select Create Intake form.
     
     
     
      
  3. Next step: After you create an intake form, create a flow that is triggered when an intake form is submitted to automatically create a proof.
      

  Intake form name	The internal Ziflow name of the form.
  Form URL	Use the URL that was automatically generated or enter your own custom URL.
  Submitter validation See Create new proof versions through intake forms	Choose Validate email to ask people submitting new proofs to authenticate themselves using an email address. After authentication, the user's session is valid for 24 hours. If you select Validate email, you can select Allow to create a new proof version so people can submit new versions of proofs they've already created. Select Allow to sign in, if you want people to log in using their standard authentication method instead of using a verification code by email.
  Title	The intake form title visible to all people who open the form.
  Description	A description of the form.
  On-submission text	Text that will display after the proof is submitted.
  Branding Pro Ent	Choose the branding that should be applied to the intake form. My branding (account settings) Ziflow branding (default Ziflow settings) Other branding (lets you customize).
  Proof files: Allow upload of	Add the type of files that are allowed to be uploaded. You can decide to allow: files, websites, or text. Ziflow converts the text users add in the text field of the intake form into a proof in PDF format (it looks like a plain text file). If you allow text uploading, you can set a maximum characters limit.
  Proof files: Combine static/text into one proof	Choose if multiple files uploaded to the form should be combined into a single proof.
  Proof files: Label	The label displayed above the text field on the intake form.  Default: Text to review
  Proof name	Choose how the proof name should be determined: Use the file name, allow people to name the proof, or customize the proof name using built-in tokens.
  Add property (only available if you have Ent custom properties)	Add custom-proof properties if they are active in your Ziflow account. The User field type cannot be added as a Property in the Intake form. Custom properties in Intake Forms can only be added on Enterprise edition. You can set custom properties in your intake forms as Mandatory without them being mandatory in other places in your account. To add properties, see Add custom proof properties and tags.
  Add section	Add sections to create headers for your intake form to organize your properties.

   

  Create new proof versions through intake forms

  To allow people to create new proof versions through intake forms, you must enable Validate email and Allow to create a new proof version on your intake form in the Submitter validation section. 

  Select Allow to sign in, if you want users to log in using their standard authentication method instead of using a verification code by email.

  Only the original form submitter can create a new version. The person (user or guest) who submitted an asset to Ziflow and created the initial version of the proof is the only person who can submit a new version through the intake form.

  
  

  Create a flow to trigger proof creation from your intake form

  Create a flow that triggers proof creation when a user fills in your intake form.

  Only users with the Ziflow Administrator role can set up flows.

  1. Log into Ziflow, go to Connect > All flows, and select Create flow.
     
     
     
      
  2. Name the flow so it is easier to differentiate it from other automations.
      
  3. Under Choose Application, select Intake form.
     
     
      
  4. Select the On submit event.
     
     
     
      
  5. Choose the intake form you want to connect to the Zibot and select Next (you can also create an intake form by selecting Create new).
     
     
      
  6. Under Choose a Zibot, select Create a proof.
     
     
      
  7. Enter the details to create a proof and select Next. For information about configuration settings, see Upload new proofs.
     
     
      

  8. [optional] Select For a new proof version, use all settings from a previous one (disregard details below) to apply all settings from the latest proof version when uploading a new version instead of from the original intake settings.

     When enabled:

     • Ziflow uses the most recent version's configuration, including manual changes.
     • Changes such as added reviewers or permissions, new deadlines, or folder location will be preserved in the new version.
       
        

  9. [optional - Pro Ent] To add the submitter as a reviewer to a stage of the proof, choose the Add a reviewer Zibot.

      
     
     
     
     Select the stage the submitter should be added to, choose By email and in the Provide reviewer email, enter ${$.form.submitter_email} to send the review invitation to the submitter's email address, then set their permissions and notifications. Select Next.
      

  10. Select Save & Turn on to confirm that the flow should be saved and activated. 
      
      
      
       

  Test your intake form

  Try out your intake form to verify it is working properly.

  1. Log into Ziflow and go to Connect > Intake forms and select the Form URL of your intake form.
     
     
      
  2. Select Create a new proof, add your asset, and select Submit. 
     
     
      
  3. Verify that the proof was created in your Ziflow account.
  4. [If you added permission to create a new proof version to your intake form] Go back to Intake forms, select your Form URL again and select Create a new version of existing proof.
     
     
      
  5. Select the proof you want to create a new version for, add an asset, and select Submit. 
  6. Verify that your proof was updated with the new version in your Ziflow account.

  After you complete your testing, you can send the Form URL to users and they can start submitting files through the intake form. 

   

  Additional information

  • Intake forms can also be used when uploading different media types into a single proof. 

  • Text to review does not support emojis.
  • Ziflow allows intake forms to be embedded on external pages. This is useful when you'd like to place a submission form on your website. If you're a Ziflow admin, go to your general security settings and allow embedding the Ziflow application.
    
    

  Supporting material

  • Creating a New Flow

  • Creating a New Proof

     

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  Features outlined in this article:

  1. Creating Intake Forms

  2. Intake Form Zibot

  3. Additional information

  4. Create new proof versions through intake forms

  Creating Intake Forms

  Click on the Create Intake Form button.

  

  Once you click the button, a new intake creation form will be displayed. Fill out all necessary fields and press Create Intake form once you are done.

  
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      1. Intake form name - that is going to be the internal Ziflow name of the form.

      2. Form URL - you can leave the URL that was automatically generated or enter your own custom URL.

      3. Submitter validation - by validating an email, you may allow people to create new proof versions via the Intake form. Once this option is checked, people submitting new proofs will be asked to authenticate themselves using an email address. They then can submit new versions of proofs they've already created.

         

      4. Title - the intake form title is visible to all people who open the form.

      5. Description - enter a description of the form.

      6. On-submission text - this is what will display after the proof is submitted.

      7. Branding (Pro & Enterprise editions only) - choose the branding that should be applied to the intake form. There are three options to choose from: My branding (account settings), Ziflow branding (default Ziflow settings), and Other branding (lets you customize).

      8. Allow upload of - lets you decide what type of files are allowed to be uploaded. You can decide to allow uploading: files, websites, or text. If you allow your clients to upload text, you can additionality set a maximum number of characters limit.

         

      9. Combine static/text into one proof - lets you decide if multiple files uploaded to the form should be combined into one proof.

      10. Proof name - choose how the proof name should be determined: use the file name, allow users to name the proof, or customize the proof name using built-in tokens.

      11. Add property - this option allows you to add custom-proof properties if they are active in your Ziflow account. Please note that the User field type cannot be added as a Property in the Intake form. Custom properties in Intake Forms can only be added on Enterprise Edition.
          Please note that properties entered while submitting an intake form will overwrite properties saved inside the Intake form Zibot.

          

      12. Add section - by adding sections, you can create headers for your intake form. Once those sections are added, you may group properties together.

          

  At this point, an intake form has been created and is active, but to develop proofs from the files submitted through it, we must build a Zibot. The automated Zibot will automatically generate proofs whenever someone uploads a new file via the intake form.

  Intake form Zibot

  The Intake Form Zibot creation process looks exactly the same way as any other Ziflow Zibot. Here’s an article showing how to set up a new flow, but we will also show how this looks step by step. What is worth noting is that only users with "Admin" rights can set up Intake Form Zibots.

  You start by clicking on the Create flow button inside the Connect tab:

  

  To proceed, you need to choose an Intake form as your application.

  

  Select the On submit option as the event.

  

  At this point, you need to choose from the list which intake form should be connected to the Zibot (alternatively, you can also create an intake form from this level):

  

  Once you’re done with the event configuration, you can proceed to set up an actual Zibot that is going to create proofs:

  

  Our next step will be selecting Create proof Zibot and proof configuration: building a workflow, adding reviewers, adjusting proof settings etc. If you need more details on the proof workflow settings, you can visit Creating a new proof article.

  

  When you’re done, click the Next button, and you will be asked to confirm if the flow should be saved and activated. You can also name the flow so it is easier to differentiate it from other automation.

  

  After saving the Zibot, the process is finished. Users can start submitting files through the intake form. A proof will automatically be created whenever someone uploads a file through the form.

  

   

  
  Create new versions through intake forms.

  To allow you to submit new proof versions through intake forms, please make sure to enable two settings on the intake form that you want this feature to be enabled.

  

  Enabling this setting will allow intake submitters to upload a new proof version. When

  

  Flow owners can also decide how new proof versions work when the original proof workflow is changed manually after the proof is created. This can be achieved by selecting a special setting while configuring Create Proof Zibot while setting up an intake flow.

  

  With this setting enabled when creating new proof versions using an intake form, Ziflow will pull settings and details from the previous version (and not from the original workflow details). Let's say your client initiated proof using an intake form. The flow creates the proof, but the proof owner manually adds a new reviewer to the proof workflow.Later, when a new version is added using the same intake form & flow, then the new version will inherit all settings & reviewers from the previous (V1) version (including manually added reviewer after proof creation).

  Additional information:

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      • Please note that properties entered/selected while submitting an intake form will overwrite properties saved inside the Intake form Zibot.

        

      • Intake Forms can also be used when uploading different media types into a single proof. Read more about the Batch review feature in Ziflow.

        

  Supporting material

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      • Creating a New Flow

      • Creating a New Proof