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    How can I create approval workflow in JotForm?

    Asked by beechtreeinn on January 04, 2017 at 08:19 PM

    and then send it to the "signer," whose job it would be to add just the remaining information, then sign it?

    Page URL:
    https://form.jotform.com/70037085081147

  • Profile Image
    JotForm Support

    Answered by candy on January 05, 2017 at 01:58 AM

    Hello,

    As I have understood you have wanted to create a form with an approval process. You can do it in JotForm. I have cloned your form to my side in order to show you.

    Here are the steps you should follow:

    1. You should have 2 sections to your form. One will be filled by user and the other section will be filled by the "signer" (Admin) who will approve.

    2. Add a form collapse in your form be filled by admin(signer).

    3. Add a text box in your form to ask users for a pass/access key and based on that only the second section of your form will be displayed (please do not use the word password in the textbox question label). Check the example screenshot below:

    4. Add a condition in your form to show/hide the form collapse if the value of the access key matches. The following guide should help you add conditions: https://www.jotform.com/help/57-Smart-Forms-Using-Conditional-Logic

    5. Add one notification email alert and one auto-responder in your form. One to be sent to the admin users to complete the rest of the form and the other one to be sent to the user. Following guides should help you:

    Add auto-responder: https://www.jotform.com/help/26-Creating-a-Form-Autoresponder

    Add notification:  https://www.jotform.com/help/25-Setting-Up-Email-Notifications

    6. In the notification email alert, you should add a {edit_link} which will allow your admin user to be able to edit and complete the rest of the form. Please check the screenshot below on how to add the {edit_link}: 

    7. Add a condition in your from to check if the first section of your form is filled then send the submission notification email to the admin user email address.

    9. Add another condition in your form to see if the second section of the form is filled, then only send the auto-responder emails. Once admin user submits the form the auto-responder email will be sent to the user. The following guide should help you on how to send conditional emails:  https://www.jotform.com/help/167-How-to-send-to-a-specific-email-address-based-on-a-selection

     

    Also, please check the cloned version of your form on my side: https://form.jotform.com/70040686614958

    The access keyword for approval process is "mytest1".

     

    Hope this helps.

    Do get back to us if you have any questions.

    Thank you!

     

  • Profile Image

    Answered by beechtreeinn on January 05, 2017 at 10:45 AM
    Thank you so much for your helpful and thorough response.
    I'm wondering if there might be a more streamlined way to do this, since
    the registration form I'm preparing for guests doesn't really involve an
    approval process or step, simply, I want to prefill their address,
    telephone number, room assignment, and visit dates for them, so that they
    are only required to fill in the information I do not already have, then
    sign the form (required by our town).
    Is there a way to do this, such that I can email a guest a partially filled
    form in advance of their visit (if they wish to "pre-register") or pull up
    a partially filled form (which I would have prepared in advance) in my own
    office, on a laptop, when the guest arrives to check-in?
    The trick here is that multiple guests will arrive on the same day, of
    course, so I will need to prepare a number of forms each morning, all
    using the same template, but with different guest/address information.
    Thank you!
    Janette
    The Beech Tree Inn
    83 Longwood Avenue
    Brookline, MA 02446
    857.267.1783
    ...
  • Profile Image
    JotForm Support

    Answered by EltonCris on January 05, 2017 at 11:46 AM

    Yes, that's possible.

    You can pre-fill forms through URL parameters.

    http://www.jotform.com/help/71-Prepopulating-the-fields-to-your-JotForm-via-URL-parameters

    You can use this app so you don't have to check field names in the source.

     

    http://prepopulate.jotform.io

    Just fill in the form in this app and generate the prepopulate URL. Then share that URL to your user so whenever they open it, the data are prepopulated to the form.

    If you have further questions or if you need further assistance, let us know.