How GravityFlow can help you to automate your form based business processes

We once helped a small Sydney council that spent days chasing approvals for a single permit. The team had great forms but no clear flow. A simple change turned weeks of follow‑ups into a smooth, tracked process.

This article explains how a single wordpress workflow plugin layers on top of your existing gravity forms to move each entry from submission to sign‑off. It cuts manual work and reduces time to approval.

GravityFlow connects your forms to clear workflow steps, keeping data on your site and under your control. We outline licence options, multisite support and why this approach suits Australian businesses that care about compliance and data residency.

Read on to see how we standardise processes, automate notifications, and make each step visible so teams focus on outcomes, not admin. If you need hands‑on help, contact hello@defyn.com.au for support.

Key Takeaways

• Use gravity flow to turn Gravity Forms into automated workflows that save time.
• Keep data on your WordPress site for better compliance and control.
• The plugin supports multisite and scalable licence options for intranets.
• Automation cuts cycle time and improves transparency across workflows.
• Automatic updates and support keep your processes secure and current.

Automate form-based workflows from submission to sign-off

Start by replacing email threads and spreadsheet trackers with a single, auditable flow that moves each form entry to the right person.

We route any form submission through defined workflow steps including approvals, user input/edit and notifications. Assignees can be users, roles or external email addresses, so tasks reach the right person without extra logins.

Turn email and spreadsheet chaos into secure, scalable processes

Using conditional logic, steps can branch, skip or loop based on the information in an entry. That keeps complex business processes running without manual oversight.

“We replaced fragmented trackers with a single flow that shows status, reduces follow‑ups and speeds approvals.”

Keep data on your own WordPress site for control and compliance

Data stays on your site, supporting governance and performance. Front‑end and admin task inboxes are responsive so users can action tasks quickly and see progress.

• Clear notifications at submission, approval, rejection and completion.
• User input updates mid‑process with controlled resubmits.
• Reports show bottlenecks and time lost by step.

If you need help to use gravity flow or to integrate with Gravity Forms, contact hello@defyn.com.au — we support Australian businesses with setup, conditional logic and reporting.

GravityFlow

Discover how a compact WordPress workflow tool turns form entries into managed tasks with timelines and approvals.

We define this plugin as the wordpress workflow plugin that layers powerful workflow steps onto Gravity Forms, so each form becomes an end‑to‑end process with clear ownership. Developed in 2015 by Steven Henty S.L., it extends Gravity Forms with unlimited, drag‑and‑drop workflow steps.

Core steps include approvals, user input/edit and notifications. You can assign tasks to users, roles or external email addresses so work lands where it should. Conditional logic at each workflow step lets you branch, skip or loop based on entry values.

The webhook step supports POST, PUT, GET, DELETE and PATCH with JSON or form encoding to connect ERPs, CRMs and custom APIs. Reporting and a detailed activity timeline show who acted, when, and how long each step took.

• Drag‑and‑drop steps — easily create, add new or rearrange workflow steps without code.
• Granular permissions — field‑level access protects sensitive data on your site.
• Responsive inbox — users can action tasks from any device.

Automatic updates and background security fixes keep your workflows current and supported.

If you want help to use gravity flow or to integrate with Gravity Forms, contact hello@defyn.com.au — we support Australian businesses with setup, conditional logic and reporting.

Real-world workflows you can launch today with Gravity Flow

Launch practical workflows today that handle common business requests with minimal setup.

Ready‑to‑run flows speed onboarding and show quick wins. We deploy templates for vacation requests, purchase orders and admissions forms so each submission is validated, routed and tracked.

Vacation requests, purchase orders and admissions forms

We map each form to the right approval chain and ensure complete data before routing. That reduces rework and gets approvals through faster.

Project initiation, RFPs and case management pipelines

For projects and RFPs we define workflow steps for triage, assignment, review and closure. Dashboards show pending requests and which steps block progress.

Time-based scheduling, drip emails and delayed steps

Use time rules to delay steps by date or elapsed time. This powers drip email sequences, reminders and staged reviews without manual follow‑up.

• Connect to finance, HR or CRM systems using the webhook step to push data when an entry reaches a step.
• Teams can easily create updates, add new reviewers or create new stages as policy changes.

“Our approach focuses on two or three high‑impact processes first to build momentum and show measurable savings.”

Need help? Contact hello@defyn.com.au if you are struggling with WordPress customisation or need support to use gravity forms and automation effectively.

WordPress workflow implementation and support for Australian businesses

We help Australian teams get a working WordPress workflow in days, not weeks.

Rapid setup aligns your gravity forms to clear business outcomes. We map one high‑value process first — vacation, onboarding or finance review — then expand the flow.

Rapid setup, licensing guidance and multisite considerations

We advise on licence gravity options, including the Ultimate licence for multisite with unlimited subsites. That makes intranet management simple and central.

Custom workflow step development, updates and ongoing optimisation

We craft custom workflow steps, build integrations with Form Connector or Incoming Webhook, and validate updates across environments.

• Quick launch: configure steps so users see value in the first week.
• Licence advice: choose a license that suits multisite and growth.
• Ongoing support: we manage updates, reports and optimisation cycles.

“Our work reduces time to approval and keeps processes secure.”

Need help with developer customisation or support? Contact hello@defyn.com.au for implementation, tricky plugin work or licence guidance.

Conclusion

We recommend piloting one form to map each step, assign the right user and track every entry from request to completion. A small pilot proves how a single workflow reduces delays and shows clear outcomes.

Gravity Flow works with Gravity Forms so your forms become managed workflows. You can trial the demo with a 30‑day refund guarantee and run on the latest WordPress while keeping data on your servers.

With sensible license choices and rapid time to value, start small and scale processes that save the most time. If you need help unblocking a request or finalising a step configuration, contact hello@defyn.com.au and we’ll build a practical roadmap together.