Build a full partnership pipeline using one smart form

This guide shows you how to build a complete partnership application and evaluation workflow, all inside one single Formaloo form. Applicants submit their details, and reviewers log in to see hidden admin-only fields for evaluation, scoring, status updates, and approvals. No separate forms needed.

You’ll add intake questions, build internal review sections, automate notifications, and organize application tracking inside a portal.

📘 Learn more: Create your first form, app, or portal in a flash

Why this helps

• You keep everything, application + review, in one place.
• Admin-only fields let reviewers score, comment, and approve without exposing internal data to applicants.
• Logic ensures each reviewer sees only what’s relevant based on status or category.
• Automations keep your partner team notified at every stage.
• A portal gives your reviewers (or applicants) a clean way to track progress.

📘 Learn more: Build personalized and time-saving flows with logic, automations, and AI

Step 1 – Create your partnership application form

You can start from scratch or use a template from the Template Gallery (search “Partnership application”).

Or use Magic Create to generate the form instantly.

Example Magic Create prompt:

“Create a partnership application form with company info, partnership category, goals, and a hidden internal review section for scoring, status, and approval.”

Include applicant-facing fields such as:

• Company name, website, contact details
• Partnership category (Affiliate, Integration, Content collaboration, etc.)
• Company background
• Collaboration goals
• Reason they want to partner
• Supporting documents (pitch deck, proposal, etc.)

💡 Tip: Use single-choice fields for categories to keep filtering clean.
📘 Learn more: Form editor and field types

Step 2 – Add internal reviewer sections (admin only)

Scroll down and add a section called Internal Review – Hidden from Applicants.

Mark every field as Admin only so only logged-in admins can see or edit these fields.

Include fields such as:

• Assigned reviewer
• Evaluation score (1–10)
• Strengths
• Risks
• Recommendation (Approve / Reject / Needs more info)
• Internal comments
• Status (New → Under review → Approved / Rejected)

These fields will remain invisible to applicants but fully editable by your team.

📘 Learn more: How to edit forms and form responses

Step 3 – Add logic to structure the review flow

Open Settings → Advanced logic and design both applicant-facing and internal reviewer flows.

Examples:

• If @partnership_type = Integration → show API compatibility fields.
• If @status = Under review → show evaluation fields (admin only).
• If @status = Approved → show approval details or next-step fields (admin only).
• If company size or score reaches a threshold → set evaluation tier to “High potential”.

💡 Tip: Use show/hide logic to reveal deeper evaluation fields as the reviewer progresses.
📘 Learn more: How to add advanced logic to your form

Step 4 – Notify reviewers automatically

Use Settings → Notify or Advanced logic → On submit to route applications to the right reviewer.

Examples:

• Send all submissions to partners@company.com
• If @partnership_type = Integration → notify integrations@company.com
• If score ≥ 8 → send Slack notification to your partner team channel

You can also notify reviewers when status is updated using On Update logic.

📘 Learn more: How to send and receive conditional email notifications

Step 5 – Give reviewers access to edit submissions

Your reviewers simply log in and open each submission in the Responses → Table view.

They will see:

• Applicant answers
• Admin-only evaluation sections (editable)
• Status field to move the application along

This replaces the need for a second “evaluation form”, your team works directly on the same submission record.

📘 Learn more: How to view your form responses

Step 6 – Trigger follow-ups with On Update logic

When a reviewer changes the @status field, use On Update logic to automate next steps.

Examples:

• If status = “Approved” → send approval email with next steps
• If status = “Needs more info” → send clarification request
• If status = “Rejected” → send a polite decline email
• Notify your team when status moves to Under Review

📘 Learn more: What is On Update logic and how it works

Step 7 – Build your internal Partnership Review Portal

Convert your form into a simple reviewer portal so the team can manage applications in one organized place.

Recommended pages:

• New Applications (status = New)
• Under Review (status = Under review)
• Approved Partners
• Rejected
• Submission details page for reviewing each record

Responders will not see admin-only fields inside the public form, but reviewers can see everything inside the portal.

Restrict access so only your internal team can log in.

📘 Learn more: How to create a portal and manage users’ access

Step 8 – Customize and brand the workflow

Apply your branding to the form and the portal:

• Logo
• Brand colors
• Fonts
• Custom domain
• Page layouts

This creates a professional experience for applicants and a cohesive workspace for your team.

📘 Learn more: Customize your form/app layout and design

Pro tips

💡 Pro Tip 1: Use AI Smart Content on the ending page to generate personalized messages based on the applicant’s category or answers.
📘 Learn more: Create dynamic ending pages with AI Smart Content

💡 Pro Tip 2: Add a "reviewer assigned" dropdown (admin only). Then create logic that notifies the assigned person automatically.
📘 Learn more: What is On Submit logic and how it works

💡 Pro Tip 3: Add charts inside your portal to track partner quality, approval rate, and category distribution.
📘 Learn more: How to showcase charts based on form responses

Real-world example

TechBridge submits a new partnership request. The form categorizes them as “Integration,” triggering an immediate email to the integrations team. A reviewer logs in, updates the status to “Under review,” and fills out hidden scoring and comments. After approving them, the portal moves the record to the “Approved Partners” page, and an automated approval email is sent.

📘 See more: Formaloo use cases

FAQ

1. Can I assign reviewers automatically?

Yes. Use advanced logic to assign a reviewer based on partnership type or score, and use On Submit to notify them.
❓ Learn more: How to add advanced logic

2. Can applicants track their application status?

Yes. Add a status field to your portal and enable applicant login so they can view their own record.
🔒 Learn more: Enable login & sign-up on your portal

3. Can we generate PDFs for approved partners?

Yes. Create a PDF template and attach it to your approval email sent with On Update logic.
🛠️ Learn more: How to create PDF templates

Your partner workflow, fully streamlined

Your entire partnership application and evaluation process now lives in one form, with admin-only reviewer fields, automated logic, and clean portal views. Next, expand your portal with partner onboarding forms, renewal checks, or performance dashboards.

🎉 Learn more: Build personalized flows with logic, automations, and AI

Last updated November 2025