A workflow can then assign the record to the chosen person, copy the files onto the record, email the chosen person with the files attached, and more.
Contents
1. Before You Start
2. Add an Owner or File Upload Field to a Screen Flow
3. Show Fields Based on the Owner or a File
4. Fill In the Screen Flow on a Record
5. Use the Answers in a Workflow
6. What Happens When the Flow Is Submitted
7. Frequently Asked Questions
1. Before You Start
You will need:
Administrator access to Settings → Layout Editor (to build Screen Flows) and Settings → Workflows (to act on the answers).
If you want uploaded files copied onto the record: a File Upload field on that module, created in the Layout Editor like any other field.
If you want the answers emailed: outgoing email already set up for your CRM.
Access requirements: the Screen Flows feature must be available on your CRM. Anyone who can open the record can fill in a flow on it.
If you don't see Screen Flows in the Layout Editor, or the new field types are missing from Add Element, contact Dazos support to enable Screen Flows for your CRM.
2. Add an Owner or File Upload Field to a Screen Flow
From the CRM, go to Settings → Layout Editor, choose the module (for example Accounts), open the Screen Flows tab, and open a flow or create a new one.
Click Add Element. The Field Types list now includes Owner (User/Group) and File Upload.
Owner (User/Group)
Click the field on the form to open its Properties. The Default Value list has two sections, Users and Groups. Pick one to have it chosen in advance, or leave it empty.
Property | Description | Example |
Field Label | The question shown to the person filling in the flow | Case Manager |
Default Value | A user or group chosen in advance; they can change it | Admissions Team |
Required | They must pick someone before moving on | On |
File Upload
A File Upload field has no default value. On the form it appears as an upload box with the accepted file types and limits written underneath.
Limit | Value |
File types | JPG, JPEG, PNG, PDF, CSV, XLS, HEIC, HEIF |
Size | Up to 10 MB per file |
Number of files | Up to 10 files per field |
These are the same limits as the File Upload field on a record. Turn on Required if at least one file must be uploaded.
Tip: Give each field a clear label, such as Case Manager or Insurance Card . The same label is what you will see later when you pick the answer in a workflow.
3. Show Fields Based on the Owner or a File
Either new field can decide whether another field appears. Select the field you want to show or hide, turn on Apply dependency, and add a condition.
Field type | Conditions you can use |
Owner (User/Group) | is / is not a chosen user or group |
File Upload | has a file / has no file |
In the example above, Hand-off notes appears only when the Case Manager is the Admissions Team. Another field, Card notes, appears only once an insurance card has been uploaded.
Tip: On the form, "is" compares against the exact user or group picked. Picking a member of the Admissions Team does not count as picking the team.
4. Fill In the Screen Flow on a Record
Open the record and click Screen Flows, then choose the flow from the list.
Pick the owner. The Owner field lists the users and groups that the person filling in the flow is allowed to assign records to.
Upload files. Click Choose Files and select one or more files. A file with a type the field does not accept, or one over 10 MB, is refused with a message before it uploads.
Each accepted file uploads straight away and is listed with its size. Click the x next to a file to remove it.
Click Next. Fields set to depend on the owner or on the file now appear.
Click Save & Close to submit. If you click Cancel instead, the files you uploaded are discarded.
5. Use the Answers in a Workflow
Go to Settings → Workflows, create a workflow on the same module, set the trigger to Screen Flow submitted, and pick the flow. The flow's answers are listed in every action with the flow and step name after them, for example Case Manager (Screen Flow - Insurance Intake - Step 1) .
Update Fields
Set Assigned To, or any other user field, to the Owner answer. The record is assigned to the user or group that was picked.
Set a File Upload field to the File Upload answer. The uploaded files are copied onto the record.
Important: A File Upload field on the record only accepts a File Upload answer from the flow. If you try to save anything else in it, the action is not saved and a message explains why.
Send Mail
To: choose the email of the user picked in the Owner field. It is listed under the Owner field's name. If a group was picked, every member of the group receives the email.
In the message: an Owner answer prints the person's or group's name, never a number. A File Upload answer prints the names of the uploaded files.
Attach the files: in Add Field, choose Attach files: .
Choosing Attach files adds a line such as $SCREENFLOW_ATTACHMENT_insurance_card to the message. That line tells the CRM which files to attach. It is removed before the email is sent, so recipients never see it.
Other actions and conditions
Action or setting | What you can do with the answers |
Create Record | Use the same mappings as Update Fields on the new record (owner, and files copied onto its File Upload field) |
Create To-Do / Create Event | Assign it to the user or group picked in the Owner field |
Send SMS | Send to the picked user's phone; the message shows the person's name |
Workflow conditions | Owner is a user or group (a group also matches its members); File Upload is empty / is not empty |
6. What Happens When the Flow Is Submitted
When the flow is submitted, the workflow runs. In the example, the Account is assigned to the Case Manager who was picked, and the insurance card is copied onto the Account's File Upload field.
How the files are handled
Situation | What happens |
Flow submitted | The workflow copies or attaches the files; the temporary uploads are then removed |
Flow cancelled | The uploaded files are discarded straight away |
Browser closed before submitting | Unsubmitted uploads are cleared away automatically once they are more than a day old |
Record already holds 10 files in that field | Files beyond the 10-file limit are not copied |
Files copied onto a record are separate copies. Removing a file from one record does not affect any other record or email.
7. Frequently Asked Questions
Q: Can the Owner field offer roles as well? No. A record can only be assigned to a user or a group, so the list offers users and groups.
Q: Which users and groups appear in the Owner list? The same ones the person filling in the flow could assign a record to anywhere else in the CRM.
Q: Will the email show a user number instead of a name? No. In emails and SMS the Owner answer always prints the user's or group's name.
Q: What if a group is picked and the email is sent to the Owner answer? Every member of the group who has an email address receives it.
Q: Can I give a File Upload field a default file? No. The field always starts empty.
Q: Why was a file refused? It is either a type the field does not accept or larger than 10 MB. Only JPG, JPEG, PNG, PDF, CSV, XLS, HEIC and HEIF files up to 10 MB are accepted, with at most 10 files per field.
Q: Can I put plain text into a record's File Upload field in Update Fields? No. Only a File Upload answer from the flow can fill a File Upload field. Saving anything else shows a message.
Need Help?
If you run into issues:
1. Check that the workflow's trigger is Screen Flow submitted, that it is set to the right flow, and that the workflow is active.
2. Open the flow in Preview in the Screen Flow builder and confirm that the fields and their conditions behave as expected.
3. Contact Dazos support with the record, the flow and workflow names, and reference CRM-4165.