Setup Completion Actions

Completion Actions allow you to define what happens automatically when a Form is completed or closed. They are used to trigger follow-up actions such as notifications, emails, or system updates, ensuring form submissions lead to the correct next steps without manual intervention.

Completion Actions are configured in the Form Builder and apply to all submissions of that Form.

What Completion Actions are

Completion Actions are automated responses that run when a specific Trigger occurs during the form lifecycle.

They allow Samurai to:

  • React immediately when a form is completed or closed
  • Notify the right people
  • Support compliance, communication, and workflow continuity

Completion Actions do not change the form data itself. They act after the form interaction occurs.

How Completion Actions work

Each Completion Action consists of two parts:

  • Trigger – when the action should run
  • Action – what Samurai should do

When the Trigger condition is met:

  • The Action is executed automatically
  • Any required additional fields are applied
  • The action is logged as part of the form process

Multiple Completion Actions can be configured on the same Form.

Common uses for Completion Actions

Completion Actions are commonly used to:

  • Email completed forms to supervisors or distribution lists
  • Notify teams of completed inspections or audits
  • Set equipment hire statuses
  • Support compliance and regulatory workflows
  • Reduce manual follow-up after form submission
  • Ensure critical information is shared immediately

Completion Action fields

The following fields are shown when setting up a Completion Action.

Field name Required Description
Trigger Yes Defines when the action runs, such as On Form Close.
Action Yes Defines what happens when the Trigger occurs.
Email Distribution List Conditional Required when the Action is to Email the completed form. Selected from configured distribution lists.

Additional fields may appear depending on the selected Action.

Where Completion Actions are configured

Completion Actions are configured from within the Form Builder on the Desktop App.

To access Completion Actions:

  1. Navigate to Forms → Form Library.
  2. Open an existing Form or create a new one.
  3. Open the Form Builder.
  4. Select the Actions button.

Completion Actions cannot be configured from the Mobile App.

Adding a Completion Action

To add a Completion Action:

  1. Open the Form in the Form Builder.
  2. Select Actions.
  3. Click + Add Action.
  4. Select a Trigger.
  5. Select an Action.
  6. Complete any additional fields that appear.
  7. Save the Action.

The Completion Action is applied immediately to any future Forms, it does not effect previously completed Forms.

Available Triggers

Triggers define when the action runs.

Common Triggers include:

  • On Form Close – runs when the user finishes and closes the form

Available Triggers may vary depending on system configuration.

Available Actions

Actions define what Samurai does when the Trigger occurs.

Common Actions include:

  • Email completed form – sends the form results to a configured email distribution list

Actions may require supporting configuration, such as email lists.

Pre-requisites

Before using Completion Actions:

  • Forms must be created using the Desktop App
  • Email Distribution Lists must be configured in Users to select this list
  • Users must have permission to edit Forms
  • The Form must be published to be used in live workflows

Creating an Email Distribution List

  1. From the side menu, select Reference Tables → Users & Groups
  2. Navigate to the Email Groups tab
  3. Select + Add Email Group or edit an existing one
  4. Enter a Group Name for the Email Group
  5. Select or add an email from the dropdown
  6. Save the new Email Group

Example of Completion Actions in use

A safety inspection form is completed in the field.

The Form has a Completion Action configured as:

  • Trigger: On Form Close
  • Action: Email completed form
  • Email Distribution List: Safety Supervisors

When the technician submits the form:

  • The completed form is automatically emailed
  • The email addresses in the Safety Supervisors email group receive an email with a link to the completed form
  • No manual follow-up is required

Important considerations and best practices

  • Use Completion Actions sparingly to avoid notification overload
  • Clearly define who should receive automated emails
  • Test Completion Actions before wide deployment
  • Keep distribution lists up to date
  • Use Completion Actions to support compliance and accountability
  • Remember Completion Actions apply to all submissions of the Form

Completion Actions ensure Forms are not just completed, but acted upon, improving communication, compliance, and operational efficiency across Samurai.