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Documentation / Generate a Form

Generate a Form

The Update Records with Forms workflow action creates the secure form link. This page documents every input.

Generate Record Update Form action – Object, Record ID, Form Reference, Link Expires After X Days, Allow Multiple Submissions and Redirect on Submission Generate Record Update Form action – Logo URL, Favicon URL, Form Instructions, File Upload Fields Option, Hidden/Read-only/Required fields and Pipeline & Stage

Object

Select the HighLevel object the form should update or create: Contact, Business, Opportunity, or any HighLevel Custom Object.

Record ID

For update mode, provide the ID of the CRM record using a workflow variable.

For creation mode, leave Record ID blank – see Creating New Records.

Business/Company has no Record ID workflow variable. HighLevel's workflow variable picker does not offer a Company ID token for Business records. Map the Company Name variable into Record ID instead – if it doesn't match a record by ID, Update Records with Forms automatically retries it as a company name match.

Form Instructions

Form Instructions is a rich-text field displayed at the top of the public form. It supports HighLevel workflow variables, so instructions can be customised for each generated form.

Form Instructions support:

  • formatted text
  • links
  • lists
  • line breaks
Content is sanitised before being rendered. If Form Instructions are left empty, the form displays the heading Update Details instead.

When a logo is configured, it is displayed on the public form.

Hidden Fields

Selected fields are not displayed to the person completing the form.

Read-only Fields

Selected fields are visible but cannot be edited.

Required Fields

Selected fields must contain a value before the form can be submitted. An existing value satisfies the requirement. If a user clears a required value, submission is blocked. Required fields are intended to be visible and editable.

Configuration note: the workflow configuration interface may allow Hidden, Read-only and Required selections to overlap, because the dynamic selectors are not refreshed after every selection. Avoid deliberately configuring contradictory field states (for example, a field marked both Hidden and Required).

Allow Multiple Submissions

When enabled, the same form link can be submitted multiple times. When disabled, later submissions after the first successful save are rejected.

Pipeline & Stage

When Object is Opportunity, one extra field appears on the action: Pipeline & Stage, a single dropdown listing every stage across every pipeline. Leave it blank and the form just shows the Opportunity's current pipeline and stage as usual. Set it and the recipient sees that stage pre-filled instead – the form's own Pipeline and Stage fields still show and can still be edited, unless separately hidden or made read-only above.

Pipeline & Stage dropdown on the Generate Record Update Form action, listing stages across every pipeline, with the field description: Sets the Opportunity's pipeline and stage on submit of the form
Nothing is written to HighLevel until the recipient submits the form. Opening the generated link alone never moves the Opportunity to a new stage – only a successful submission applies it, merged with whatever the recipient actually changed themselves.

This is what lets a submitted form move an Opportunity to a new Pipeline Stage automatically, with no separate workflow trigger required.

Pipeline & Stage dropdown empty in the workflow builder? The sub-account needs to reinstall the app to pick up the Pipeline read permission if it was installed before that was added.