New: Add Participant Users to Your Workflows for Greater Automation

Written by Abby Nieten on September 26, 2018

Posted in Formstack Updates, Workflow Automation

At Formstack, we’re dedicated to removing complexity from everyday business processes to help you get more work done. To this end, we’re continually updating our product and adding features to solve your toughest workflow challenges.

Today, we’re excited to announce that we’ve launched a new user type—Participant Users—that can be paired with our Workflows add-on to support enhanced process automation. This product update has been highly requested on our Ideas site, so we hope you’re just as excited as we are.

Adding a new user type means Formstack now offers two types of users:

  1. Standard Users: These are users who have full access to your account, meaning they can build and edit forms, review submissions, and participate in approvals and workflows. All Standard Users count toward your Formstack account user limits.
  2. Participant Users: These are users who work in tandem with Formstack’s Workflows add-on, meaning they can participate in workflows but do not have any other access to your account. Participant Users do not count against your account’s Standard User limits.

Users cannot be both a Standard User and a Participant User, but both user types can be added to the same user group.

Read on to learn more about Participant Users.

How Participant Users Work

You can purchase Participant Users in monthly packs of 10+ (in defined increments up to 10,000). The amount of Participant Users you purchase is the max number of users who can participate in a workflow that month. Participant Users are reset at the end of each month.

To make user management easier than ever, you can bulk upload (via a CSV file) an unlimited number of Participant Users to your account. Each user will only count against your monthly pack total if they complete a step on a workflow form that month. This means you don’t have to constantly add and subtract users to manage your totals.

Any accounts using Participant Users also have access to a Participant Usage dashboard that gives account admins an easy way to monitor their user limits. The dashboard shows real-time usage details, such as how many users have been assigned a step that month and what percentage of purchased users remains for the month.

Why Participant Users Matter

Formstack Workflows paired with Participant Users allows you to easily pass important information across your organization in a systematic and efficient manner. The ability to add Participant Users to a workflow means you are no longer constrained by your account’s Standard User limits, so more people can be involved on an as-needed basis.

Need managers to complete a step in an employee review workflow every three months? Add them as Participant Users.

Need office admins to route occasional patient referrals? Participant User status is a great option.

Need professors to review course evaluations each term? Consider making them Participant Users.

Workflows and Participant Users are a powerful process automation combination.

How to Get Started with Participant Users

Participant Users are available through Formstack Workflows, which is a separate add-on to your Formstack account.

If you already have access to Workflows, log in, open your Users & Groups settings, and click Purchase Additional Users to get started now.

If you’d like more information about Workflows and Participant Users, contact our sales team today!