Summary: The Intake Forms allows your designers, customers, and stakeholders to submit proofs directly into your account using a simple link.

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

Intake forms handle not only file and website submissions but also text which Ziflow automatically converts to a PDF for review.

Available on: Business Legacy Standard Pro Enterprise

Features outlined in this article:

Create intake forms

Create an intake form Zibot

Test your intake form

Additional information

Create intake forms

Log into Ziflow and go to Connect > Intake forms and select Create Intake Form.

A new intake creation form opens.
Fill out all necessary fields and select Create Intake form.

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	Choose Validate email to ask people submitting new proofs to authenticate themselves using an email address. If you select Validate email, you can select Allow to create a new proof version so users can submit new versions of proofs they've already created. 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.
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	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. If you allow your clients to upload text, 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 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.
Add property	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.
Add section	Add sections to create headers for your intake form. Once those sections are added, you may group properties together.

After you create an intake form, create an intake form Zibot to automatically generate proofs whenever someone uploads a new file from the intake form.

Create new proof versions through intake forms

To allow users 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.

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

Create an intake form Zibot

The Intake Form Zibot creation process is the same way as any other Ziflow Zibot. See Creating New Flows for step-by-step guidance.

Note: Only users with Ziflow Administrator rights can set up Intake form Zibots.

Log into Ziflow and go to Connect and select Create flow.
Under Choose Application, select Intake form.
Select the On submit event.
Choose the intake form you want to connect to the Zibot and select Next (you can also create an intake form from this level).
Under Choose a Zibot, select Create a proof.
Enter the details to create a proof and select Next. For information about configuration settings, see Upload new proofs.
[optional] Select For a new proof version, use all settings from a previous one (disregard details below) to control whether new proof versions should inherit settings from the original workflow or from the most recent proof version (including any manual changes).

When this setting is enabled:
- Ziflow uses all settings and reviewers from the latest proof version, not from the original intake flow.
- Any manual changes (e.g., adding reviewers or changing permissions) made after the first proof was created will be preserved in the new version.
Confirm if the flow should be saved and activated. You can also name the flow so it is easier to differentiate it from other automations.

Test your intake form

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

Log into Ziflow and go to Connect > Intake forms and select the Form URL of your intake form.
Select Create a new proof, add your asset, and select Submit.
Verify that the proof was created in your Ziflow account.
[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.
Select the proof you want to create a new version for, add an asset, and select Submit.
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. Read more about the Batch proof feature in Ziflow.
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, please visit your account security settings and allow iframing your intake forms.

Supporting material

Features outlined in this article:
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.
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:
Supporting material