Within workflows there is a workflow step type which can be used to to send a form completed outside of a workflow onto a recipient within a workflow step.
In order to use it, you must first set the 'Trigger workflow on submission' option on the edit screen of your form to point to a workflow from which you are sending the form out to a recipient.
In my example I have a form whereby I am asking employees to record the details of their IT Assets and I want to have them complete this form and have it sent onto the IT department for review upon submission.
The workflow I have created for this to happen is a standard Task workflow and I have set it that employees cannot trigger it as I want the form completion to be the trigger for the workflow.
Next, I have one step on the workflow which is set to send the completed form to the facilities mailbox which in my environment is what I am using for my IT departments mailbox. The step type should be set to 'Send form which triggered workflow' and it should be set to trigger 0 days after submission date.
Next, to have this workflow trigger once my IT asset form is completed, I would need to select it as the workflow on trigger workflow on submission on the edit screen of my IT asset form in Form Builder. As I am asking facilities users to review the form, I will also need to set the user groups access on the form to Facilities.
Administration -> Company -> Form Builder
Once an employee completes the form the system will trigger the workflow and send the completed form onto the specified recipient for review.
As I have set the workflow recipient as the facilities mailbox, the email notification will get sent to mailbox that I have setup against this company mailbox and the workflow notification on the user home screen will also get sent to all the users I have setup on my system as the facilities user group.
When clicking the link, the facilities user can review the details on the form provided by the employees and put their comments at the bottom and set the form to completed to complete the form.