Forms built to work inside your workflows
Zenphi Forms is a native form builder with two capabilities standard form tools don't have: display rules that adapt what a person sees based on their previous answers, and lookup fields that pull data from connected tables automatically. It works within Zenphi workflows — as a trigger or as a mid-workflow data collection step — with native signature and file upload built in.
Zenphi Forms is a native form builder with two capabilities you won't find in standard form tools: display rules that adapt what a person sees based on their previous answers, and lookup fields that pull data from connected tables automatically. Works within Zenphi workflows — as a trigger or mid-workflow data collection step.
Introduction To Zenphi Platform — Zenphi Forms
See display rules, lookup fields, and workflow connections in action. 3 minutes, no sign-up required.
Automating Document Approval, E-Signature Routing, and Paper-Based Intake With Zenphi Forms
Zenphi Forms handles both of these natively, in one connected workflow. A form — with display rules that show only relevant fields and lookup fields that pull live data from a table — replaces the paper intake step. On submission, the workflow it triggers can generate a document, route it through a multi-step approval chain (one click from Gmail), collect a legally-binding signature using the form's built-in signature field, and file the completed record to Drive automatically. This is document workflow management built into the form builder itself — not a separate document workflow software bolted on afterward. For teams still routing paper forms or approving contracts by email, this replaces the whole chain: submit, approve, sign, archive, with nobody manually forwarding anything in between.
One Complete Workflow: Expense Reimbursement, Start To Finish
A concrete pattern using Zenphi Forms' native fields — no separate e-signature tool, no separate document generator.
Zenphi Form submitted, display rules already applied
An employee fills an "Expense Reimbursement" Zenphi Form. Display rules show receipt upload and mileage fields only when relevant — a travel expense shows different fields than a supplies purchase.
Lookup field pulls the current reimbursement rate
The mileage field is a lookup connected to a Zenphi Table — it retrieves the current per-mile rate automatically, so the form never shows a stale number.
Workflow triggered instantly, routed by amount
Submission fires the workflow immediately. All field values — amount, receipts, uploaded files — are available as typed workflow variables. Requests under a threshold route to the manager; above it, to finance as well.
One-click approval from Gmail
The approver gets a Gmail notification with the request details and receipt attachment, and approves or rejects with one click — no separate login.
Signature captured on the approval record
The approver's signature is captured natively as part of the approval step and logged against the record — no separate e-signature tool required.
Record archived to Drive, reimbursement logged
The signed, approved request — receipts included — is filed automatically to the correct Drive folder, and the finance system record is updated. Every step timestamped and auditable.
Features that standard form tools don't have
Standard field types are table stakes. These capabilities make Zenphi Forms worth using inside a workflow.
Display rules
Show or hide any field based on what the person has already answered. Set the condition once, on the field itself. The form adapts in real time — no page reloads, no irrelevant fields cluttering the submission.
Lookup in real time field
Connect a form field to a Zenphi Table. When someone selects a value, the lookup field retrieves matching data from the table and populates automatically — in real time.
Direct workflow integration
Forms connect to Zenphi workflows in two ways — as a trigger that starts a workflow, or as a Request Data step that pauses an existing workflow, collects input from a specific person, then continues.
Display rules — show only what's relevant
Most forms show every field to every person. To hide the fields, you have to hide them one by one. Display rules in Zenphi work differently. You set a condition on the field itself — the form then shows or hides that field based on what the person has already answered.
A rule might say: show this field only when Department equals IT. Or: show this field for everyone except when Request Type is Internal. You're not going through every other field and manually managing visibility combinations.
In practice, the form adapts as the person fills it in. Select IT from a dropdown — a set of IT-specific fields appears. Switch to HR — those fields disappear, HR-specific fields appear. No page reloads. No scrolling past fields that don't apply. The person submitting only ever sees what's relevant to their situation.
Rule 1 — Show when condition is met:
Show [Asset Type] when [Department] = "IT" — IT-specific field only appears when IT is selected. HR and Finance submitters never see it.Rule 2 — Show for all except:
Show [Budget Code] except when [Request Type] = "Internal" — Budget code field hidden for internal requests, appears for external and vendor-facing submissions.Rule 3 — Dynamic value from workflow:
Show [Escalation Reason] when [Amount] > {{approval_threshold}} — threshold pulled from a previous workflow step, so the condition updates per submission based on workflow context.
Lookup field — pulls data from tables automatically
A Lookup field connects a form field to a Zenphi Table. It retrieves the necessary data from the table and populates itself — in real time.
The data lives in the table. The form reads from it. When the table is updated — a price changes, a rate is revised, a location is added — every form that uses that lookup reflects the update automatically. No form edits required.
This is useful anywhere you're collecting requests that depend on structured reference data: product catalogues, rate cards, office locations, approval thresholds, item codes, vendor details. The submitter picks from a list; the rest fills in from the source of truth.
| Item | Unit Price | Category |
|---|---|---|
| MacBook Air | £999 | Hardware |
| MacBook Pro | £1,799 | Hardware |
| Magic Mouse | £79 | Peripherals |
| USB-C Hub | £49 | Peripherals |
↑ This is the "Zenphi Table — Products" a lookup field connects to. When a respondent selects "MacBook Pro" from the form's dropdown, the Unit Price and Category fields auto-populate from this row — no manual entry.
Two ways forms connect to workflows
Forms aren't standalone in Zenphi — they're workflow steps. All form responses are available as data objects in every step that follows.
Form as a workflow trigger
Publish the form, share the link or embed it wherever submitters will find it. When someone submits, the workflow starts automatically — with all form responses available as typed data objects for every step that follows.
- Form submitted → workflow triggered instantly
- All field values available as workflow variables
- Route, validate, notify, generate — based on what was submitted
- File uploads and signatures available as workflow data
- Set If conditions on the Form as a trigger
Form as a Request Data step
A workflow running mid-process needs input from a specific person — a clarification, an approval, a confirmation. The Request Data step sends them an email with the form, pauses the workflow, and waits. When they submit, the workflow continues.
- Workflow sends form link to a specific person
- Workflow pauses and waits for submission
- Set up automated reminders and expiry date
- On submission — workflow resumes automatically
- Add If condition branches based on what they answered
Every field type you need — including two built for workflows
Standard types plus extra — fields that make Zenphi Forms worth using inside an automation.
Display Rules
Show or hide any field conditionally. Works on any field type.
Lookup Field
Connects to a Zenphi Table. Populates automatically on selection.
File Upload
Attachment passes through as workflow data — route, store, or process in any subsequent step.
Signature
Signature captured as part of the submission. Logged against the record automatically.
Text Input
Single line and multi-line text and descriptions.
Dropdown
Static or dynamic values from workflow variables.
Checkbox
Single or multi-select. Supports dynamic option values from workflow steps.
Multiple choice
Classic multiple choice. Supports dynamic option values from workflow steps.
Date & Time
Calendar date and time selection. Returns as a typed date and time value in the workflow.
Date only
Date only selection. Returns as a typed date value in the workflow.
Time only
Time only selection. Returns as a typed time value in the workflow.
Dynamic value
Dynamic values (selected from the previous steps in the workflow) can be used as options in most fields.
Zenphi Forms — Frequently Asked Questions
Answers to the questions teams ask when they've outgrown Google Forms and need a form builder that connects data collection directly to automated workflows.
What are the best Google Forms alternatives?
Zenphi Forms is the best Google Forms alternative for teams that use Google Workspace and want their forms to do more than collect data. Unlike Google Forms, Zenphi Forms connects directly to Zenphi's workflow automation engine — a form submission can instantly trigger a multi-step automated workflow: generating a document, routing an approval, sending a personalized email, updating a database, notifying a team in Google Chat, or connecting to any external system. It also adds capabilities Google Forms doesn't have at all: dynamic display rules, lookup fields that pull live data from a connected table, built-in electronic signature support, file upload, repeating sections for multi-row data collection, and the ability to embed forms at any step of a workflow — not just as the opening trigger.
Other alternatives worth considering: Typeform is the strongest option for conversational, one-question-at-a-time forms — excellent for external surveys and lead capture where presentation matters. JotForm is a strong general-purpose form builder with a wide template library and payment integrations. Microsoft Forms is the natural alternative for Microsoft 365 teams. Formstack is strong for compliance-sensitive form workflows in regulated industries. The clearest distinction: for Google Workspace teams where form submissions need to trigger real operational workflows rather than just land in a spreadsheet, Zenphi Forms is the purpose-built answer.
I need a form builder that has dynamic display rules.
Zenphi Forms is built around dynamic display rules as a core native capability — not an add-on or a premium-tier feature. Display rules control which fields, sections, or questions are shown to a respondent based on their answers to earlier questions. A procurement form that only shows budget approval fields when the requested amount exceeds a threshold. An onboarding form that only shows the IT equipment section for full-time employees, not contractors. Each block in a Zenphi Form can be set to appear or remain hidden based on any combination of conditions you define, applied in real time as the respondent fills out the form. This is one of the most significant limitations of Google Forms, which offers only basic section navigation and cannot conditionally show or hide individual fields within a section.
Other form builders with strong conditional display rules: Typeform's logic jump feature redirects respondents to different questions based on answers. JotForm's conditional logic handles field visibility based on multiple conditions. Formstack's conditional fields work well for multi-step compliance workflows. The differentiator for Zenphi Forms is that dynamic display rules work hand-in-hand with workflow automation — the same conditions that control which fields appear can also drive the downstream workflow routing when the form is submitted.
I need a form builder where I can add reply options dynamically.
Zenphi Forms supports dynamically populated reply options through its lookup field type — one of its two standout capabilities as a Google Forms alternative. Instead of manually entering the choices for a dropdown, you connect the field to a Zenphi Table. The options come directly from that table, updated in real time. When new options are added to the table, they automatically appear in the form — no form editing required. It works for any scenario where the answer options aren't fixed: the list of available products, active projects, team members, current service tiers — any data that changes over time and needs to be current when a respondent fills out the form.
Most standard form builders (Google Forms, Typeform, JotForm) require you to manually update choice lists when options change — a maintenance overhead that compounds as your organization's data evolves. The Zenphi Forms lookup approach eliminates this entirely by making the form's options a live view of your actual data.
I need a form builder with fields that show connected values dynamically — like a price, size, or package — based on what the respondent selects.
Zenphi Forms' lookup field is built precisely for this use case. When a respondent selects an option from a lookup field, the form can automatically surface connected values from the same row in the Zenphi Table — the associated price, package tier, size specification, lead time, or any other attribute stored alongside the selected item. The respondent chooses a product from the list; the form shows the price and specification automatically, pulled live from the connected table. Connected values update automatically when the underlying table data changes — when a price changes in the table, every form using that lookup reflects the new price immediately.
This capability is not available in Google Forms, Typeform, or most general-purpose form builders. Those tools allow you to show or hide fields based on selections, but they cannot dynamically pull related data values from a connected database and display them in real time. Building this in a standard form tool typically requires a custom JavaScript solution or a connected spreadsheet workaround. Zenphi Forms provides it natively as a form field type, configurable without code.
Is there a form builder that supports file upload?
Zenphi Forms supports file upload natively — respondents can attach files directly within the form as part of their submission. For teams using Zenphi Forms as part of an automated workflow, the uploaded file becomes an available data object in the workflow that follows. An uploaded invoice can be immediately processed by an AI extraction step. An uploaded contract can be routed for review in the same automated sequence the form submission triggers. An uploaded ID document can be validated and filed to the correct Google Drive folder automatically. This is the key difference from Google Forms file upload, which saves uploaded files to a Drive folder but has no native connection to downstream automation steps.
Most major form builders support file upload as a field type — JotForm, Typeform (on paid plans), Formstack, and Microsoft Forms all handle it. The Zenphi Forms advantage is what happens to the uploaded file after submission: it becomes a first-class object in a governed automated workflow, not just a file in a folder that someone has to pick up and process manually.
How can I use a form to trigger a workflow?
Zenphi Forms is designed from the ground up to be a workflow trigger — not a standalone form builder that sends data to a spreadsheet and stops there. When a form is submitted, the submission data becomes immediately available as structured workflow variables that subsequent steps can use. The workflow that fires can generate a document, route an approval notification in Gmail or Google Chat, create or update a record in Salesforce, HubSpot, QuickBooks, or any connected system, send a personalized confirmation email, file a document in Google Drive, or trigger an AI processing step. Forms can also be used as mid-workflow data collection steps — a workflow can pause and send a "Request Data" form to a specific person, then continue processing once completed.
Connecting a Google Form submission to a workflow today requires either a Google Apps Script that listens for form responses, or a third-party automation tool like Zapier or Make that polls for new responses. Zenphi Forms eliminates this bridging requirement entirely — the form and the workflow are in the same platform, and the connection is configured rather than built.
Can I connect an AI agent to a form?
Yes — and this is one of the most powerful applications of Zenphi Forms. Because every Zenphi Form is connected to Zenphi's workflow engine, an AI agent step can be placed anywhere in the workflow that a form submission triggers. A form submission arrives — the form data and any uploaded files are passed immediately to an AI agent step that classifies the submission type, extracts structured data from an uploaded document, validates the content, generates a personalized response, or makes a routing decision based on the submission content. Files uploaded through the form are available to the AI agent as document inputs — an uploaded invoice triggers an AI extraction workflow, an uploaded contract triggers a clause analysis step. Every AI action in the connected workflow is logged with the model used, the input received, and the output produced.
What are the best AI agent builders that also have form building capabilities?
Most AI agent platforms are built around the agent capability and treat forms as an afterthought — either absent from the platform entirely or available only through a connected third-party form tool. The combination of a native form builder with a genuine AI agent platform in a single product is rare, and the integration quality matters: a form that passes submissions to an AI agent via a webhook to a separate service is architecturally different from a form and an AI agent running in the same workflow engine with direct access to the same data objects.
The only platform where native form building and AI agent capabilities are both first-class features in a single governed workflow engine. Zenphi Forms handles dynamic display rules, live database-connected lookup fields, file upload, electronic signature, and repeating sections. Zenphi AI Agents process form data and uploaded files with Gemini, GPT-4o, Claude, or your own model — as named, logged workflow steps with structured outputs. No bridging required between form and agent.
For Microsoft 365 organizations, Microsoft Forms and Power Automate's AI Builder provide a combined form-to-AI-agent capability. Forms are in a separate product; the AI agent step is in Power Automate. Strong for organizations standardized on Microsoft. Less suitable for Google Workspace-native teams.
Enterprise platform with form-based intake and AI agent capabilities within the ServiceNow ecosystem. Primarily suited for large enterprises with formal IT service management, HR, or legal workflows already running on ServiceNow.
Zapier's Interfaces product provides basic form building, and Zapier's AI steps allow connecting form submissions to AI processing. Suitable for simple form-to-AI workflows; less suited for complex conditional logic or compliance-grade audit logging.
How can I automate document approval and e-signature routing using Google Docs and Drive?
Zenphi Forms handles this with its native signature field — no separate e-signature tool required. A form submission (or a Request Data step mid-workflow) generates or receives the document, routes it through a defined approval chain, and collects a signature directly on the form itself. Approvers act with one click from Gmail; once signed, the completed document is filed to Google Drive automatically, with every step timestamped and logged. Because the form, the approval logic, and the signature are all native to the same workflow engine, there's no handoff between separate tools for generation, approval, and signing.
How can we digitize and automate manual paper-based processes using Google Forms and Drive?
Replace the paper form with a Zenphi Form, using display rules so respondents only see fields relevant to their situation — closer to how a person would navigate a paper form with someone guiding them. Submission triggers the workflow that used to depend on someone walking the paper through the building: generating any document that used to be filled out by hand, routing for approval, capturing a signature, and filing the result to Drive. The difference from just moving the intake online is that the whole downstream chain — approval, signature, filing — is automated too, not just the form itself.
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