Form Node
Suspend a workflow and present an Atlas form to a specific actor. Resume with all submitted field data available to downstream nodes.
Two-Phase Execution
The Form node follows the same HIL suspend-and-resume pattern as the Approval and Chat nodes. The key difference is that the Form node collects structured multi-field data from the actor rather than a simple decision or free-text reply. This makes it suitable for data collection steps that require validated, typed inputs.
Form Assignment
- Creates an EngageSession with the form definition
- Assigns the session to the specified actor's inbox
- Actor receives an inbox notification with the form title and instructions
- Workflow suspends; "pending" port fires
- Due date clock starts (if
due_atis configured)
Form Submission
- Actor opens the form from their inbox
- Atlas Form renderer displays all fields with validation rules
- Actor completes and submits the form
- Workflow resumes; "success" port fires
- All field values available in
form_dataoutput
Atlas Forms Integration
The Form node uses the Atlas Form subsystem to render and validate form fields. Forms can be defined in two ways:
- Form Schema Reference: Reference a pre-built form by its Atlas Form ID (
form_schema: "form:employee-onboarding-v2"). The form definition is managed centrally in the Atlas Form designer and reused across workflows. - Inline Schema: Define the form structure directly in the node configuration as a JSON schema object. Useful for simple, one-off forms without a central registry entry.
Supported Field Types
Key Capabilities
- Collects rich structured data from a human actor and injects it directly into the workflow's variable space for use by downstream nodes.
- Supports pre-filling form fields with existing workflow variable values — actors only need to review and confirm rather than re-enter known data.
- Field-level validation is enforced by Atlas Forms — required fields, format validation (email, phone, date), and numeric range checks prevent invalid data from entering the workflow.
- Configurable deadline (
due_at) with overdue notifications — actors are reminded as the deadline approaches. - File upload fields store attachments in BizFirstAI Blob Storage, returning a secure URL in
form_datafor downstream use. - Form submissions are version-controlled and audit-logged with submission timestamp, actor identity, and form version.
- Conditional field display: fields can be shown or hidden based on values entered in other fields — complex progressive forms are supported.
Business Benefits
Many business processes require human data entry at specific workflow checkpoints — not decisions, but structured information collection. An employee must fill in their onboarding details. A supplier must complete a registration questionnaire. A customer must provide KYC information. Without the Form node, these data collection steps exist outside the automated workflow as paper forms, email attachments, or standalone web forms with no integration to the business process engine.
The Form node brings data collection fully inside the workflow. Field values are validated at entry, timestamped, attributed to the submitting actor, and immediately available to downstream nodes as typed data. There is no manual transcription, no spreadsheet intermediary, and no risk of data mismatch between the form and the process record.
For compliance-sensitive processes — KYC, supplier due diligence, audit declarations — the Form node provides a complete evidence chain: who filled in which form, what values they entered, and when. This is invaluable for regulatory audits and internal governance reviews.
Use Cases
Employee Onboarding Data Collection
When HR initiates the onboarding workflow for a new hire, the Form node assigns a comprehensive onboarding form to the new employee. The form collects personal details, banking information, emergency contacts, equipment preferences, and role-specific setup requirements — all validated and immediately available to provision accounts, send equipment orders, and update payroll.
Customer KYC Form
When a new customer account is created, the Form node assigns a KYC form collecting proof of identity, proof of address, and source of funds declarations. File upload fields allow document scans to be attached. The completed form is reviewed by compliance officers in a downstream Approval node before account activation.
Supplier Registration Form
New vendor onboarding workflows assign a comprehensive registration form covering company details, banking information, certifications, insurance documentation, and terms acceptance. Validated data flows directly into the vendor master record creation step, eliminating manual data entry in the ERP.
Annual Performance Review
HR workflows assign performance self-assessment forms to employees and manager review forms to their managers. Both forms are submitted independently. The workflow waits for both submissions (using parallel Form nodes and a Parallel Join) before generating the final review document and routing it for HR sign-off.
Insurance Claim Form
Claimants are assigned an insurance claim form covering incident details, damage description, witness information, and supporting photos. File upload fields capture photos and documentation. Submitted claims are automatically triaged based on claim value and complexity fields to the appropriate claims handler queue.
In This Guide
Configuration
All Form node properties — assigned_to, form_schema, title, description, due_at — with types, defaults, and schema examples.
Input & Output
Output ports, form_data schema, field access patterns, and data flow from submission to downstream nodes.
Examples
Complete configurations for onboarding forms, KYC collection, supplier registration, and IT ticket intake.