Screen Flows let an administrator design a guided, multi-step form for any module - for example a "Send to Admissions" form on a patient record. Agents fill it in from a button on the record, fields can appear or disappear depending on earlier answers, and the answers can drive workflows that update the record, send emails or create related records.
Contents
1. Before You Start
2. Open the Screen Flows Tab
3. Create a Screen Flow
4. Add Steps and Fields
5. Field Properties
6. Show, Hide and Require Fields with Rules
7. Versions and Preview
8. Manage Existing Flows
9. Frequently Asked Questions
1. Before You Start
You will need: administrator access to Settings, and the module the form belongs to (Accounts, Leads, Intake Opportunities, Referral Sources, Tickets, Campaigns and other record modules are all supported).
Access requirements: Screen Flows are configured from Settings → Module Layouts & Fields. Any user who can open a record can fill in an active flow from it.
If the Screen Flows tab is missing from Module Layouts & Fields, contact Dazos support to enable the feature for your instance.
2. Open the Screen Flows Tab
From the CRM, navigate to Settings → Module Layouts & Fields, pick the module (for example Accounts), and open the Screen Flows tab.
Column | Meaning |
Screen Flow Name | The flow's name; click it to open the builder. |
Button | The button agents will see on the record, drawn as it will appear. |
Steps / Fields | How many steps and fields the flow has. |
Status | Active flows show their button on records; inactive ones do not. |
Actions | Edit, open in a new tab, delete. |
3. Create a Screen Flow
Click Add Screen Flow. Fill in the details, one per line, and click Save. The builder then opens with Step 1 already in place. Later, on an existing flow, the Save button at the top appears only while one of these details has been changed; the fields and steps below save themselves as you work.
Field | Description | Example |
Screen Flow Name | Internal name, unique per module. | Send to Admissions |
Description | Optional text shown under the form's title. | Guided admissions intake |
Button Label | The text of the button on the record. Leave empty to use the name. | Send to Admissions |
Active | Switch off to hide the button without deleting the flow. | on |
Tip: The module is fixed when the flow is created - it is the module whose tab you started from.
4. Add Steps and Fields
After the first save the builder opens: the palette (Add Element), the step tabs, the form canvas and the Properties pane.
1. A new flow starts with Step 1. Click + next to the step tabs to add another step; the new step opens right away. Click the pencil on the active tab to rename it; the whole row becomes an input with a check (save) and a cross (cancel). The row shows as many step tabs as fit; the rest sit behind …, which opens a searchable list of all steps.
2. Click Add Element and pick a field type - or drag a type into the form where you want it. Type in the search box to filter the list. The palette stays open while you drag several fields in a row; click anywhere outside it (or press Escape) to close it. New fields are named "Text 1", "Text 2", … until you rename them.
3. Drag a field up or down to reorder it, or drop it on another step tab to move it there. 4. Use the trash icon to delete the current step (and its fields).
Field types: Text, Text Area, Picklist, Multipicklist, Date, Datetime, Time, Checkbox, Integer, Decimal, Email, Phone, URL and Reference.
A Reference field repeats, read-only, what the agent entered in a field of an earlier step - for example a "You chose" line on the confirmation step. Because it needs an earlier step, it cannot be placed on step 1 (the palette item is greyed there). Its value is sent with the submission like any other answer.
5. Field Properties
Click a field in the form to edit it in the Properties pane, then click Save in the pane.
Property | Description |
Field Label | Must be unique across the whole flow ("Same label already exists in step N" otherwise). |
Field Type | Change the type; choices are kept when switching Picklist ↔ Multipicklist. |
Maximum Length / Rows | For Text, Email, Integer and Decimal: the most characters an answer may have (digits for a number - separators do not count), enforced while typing, on Next and on Save & Close. Leave it empty for no limit; a Text field then allows 255. Rows: how tall a Text Area is. |
Choices | One row per option, drag to reorder; "Other" can be added in one click. |
Default Value | Pre-filled answer, set in a control that matches the type: a "Checked by default" switch for a Checkbox, a calendar or time picker for Date, Datetime and Time, a number box for Integer and Decimal, the list of choices for a Picklist or Multipicklist, a text box otherwise. A default that would not pass as an answer (a bad date, a phone with letters) cannot be saved. Not offered for a Reference. |
Shows the value of | Reference fields only: the earlier-step field to repeat. |
Shown for | Versioned modules only: the versions this field appears for. |
Required | The agent must answer before moving on. A required checkbox must be ticked. Not offered for a Reference. |
Hide from form | Never shown; its default value still travels with the submission (useful as a constant for workflows). |
Apply dependency | Rules from earlier steps decide whether the field is shown - see the next section. |
6. Show, Hide and Require Fields with Rules
Turn on Apply dependency and click Add Condition. Each rule reads a field from an earlier step: "if Admission Type is Refer Out then Show".
Rule part | Options |
Source | Any field on an earlier step. |
Operator | Depends on the source type: is / is not / is empty / is not empty for choices; is checked / is not checked for a checkbox; contains, starts with, ends with for text; less than, greater than, between for numbers and dates; is today / tomorrow / yesterday for dates. |
Outcome | Show, Hide or Required (shown and required). |
How the rules are read:
Rules run top to bottom; drag the grip to reorder them.
For Show and Hide the last matching rule decides.
Required stays on once a rule sets it, unless a later matching rule says Hide.
If no rule matches, the field stays hidden.
A field with Hide from form and rules starts hidden and is revealed by a matching Show or Required rule.
Important: a field can only depend on fields from earlier steps, never from the same step.
7. Versions and Preview
On modules with versioning (for example Lead type on Leads), tag a step or a field with the versions it applies to under Shown for. When an agent opens the flow, the record's own version decides what is shown - a field tagged for another version never appears, whatever the rules say. A record whose version field is still blank gets only the fields and steps that carry no tag.
Use Preview as above the form to check both: it lists every version and a last entry, " not set", which shows exactly what such a blank record gets.
Click Preview at the top to walk the flow exactly as an agent would; steps with nothing to show are skipped and the numbered dots update live as you answer.
8. Manage Existing Flows
Settings → Screen Flows (Module Management) lists every flow of every module with edit, open-in new-tab and delete actions, and the Active / Inactive status.
Deleting a flow removes its steps, fields and rules; workflows that targeted it stop running.
9. Frequently Asked Questions
Q: Where does the button appear on the record? Next to "Add Tag" in the record header. When a module has many flows they are grouped under a "Screen Flows" dropdown. See the guide for CRM 3863.
Q: Are the answers saved on the record? No. Answers exist only at submission time and are handed to the workflows configured for the flow (guide for CRM-3865). Use an Update Fields action to store what you need on the record.
Q: Can a field depend on another field on the same step? No - only on earlier steps. Put the deciding field on the previous step.
Q: What happens to rules when I delete a field? Every rule that reads or targets it is removed. When you move steps around, rules whose source is no longer on an earlier step are listed in a warning so you can fix them.
Q: Why is "Required" greyed out? "Hide from form" is on. A hidden field cannot be required; use a "Required" rule to make a revealed field mandatory.
Q: Can two fields have the same label? No. Labels are unique per flow so that workflow pickers stay unambiguous.
Need Help?
If you run into issues:
1. Open the flow in Preview and check the rules of the field that does not behave as expected.
2. Check that the flow is Active and that the record's version matches the field's "Shown for" tags.
3. Contact Dazos support with the flow name and reference CRM-3850.