How to approve forms

  • Profile Image
    Upravlenie_kachestvo
    Asked on June 08, 2018 at 09:23 AM

    Hello,

    I want my users to be able to fill the form out and submit it as they have been doing it so far.

    But now I want to have a hidden part of the form where the admins can approve their forms.

    I know i have to separte the form into two sections as here

    1528463510JOTnew.jpgAs you see here '1" is the first visible part where I want my normal users to fill. Once they have submitted their forms an admin can go back by the edit link and fill the pass field in order to access the second section of the form and approve it for example.
    The problem comes here when the admin edits the form it will again send a notification to the normal user saying it has been edited and the normal user will then see the pass and the rest of the hidden info.
    Is there a way to make the hidden part which is completed by the admin to only be sent to them when edited not to the normal user as well. But at the same time if the normal user decides to also edit their form to be able to do it.
    So let's say someone has filled it in and I approve it. The user shouldn't see my approval and the pass wheres I can see his submission. Plus couple of days later the user can decide and edit it again without seeing my approval.
    I know it might be quite difficult to understand because I might have not explained it well but I hope you understand.

  • Profile Image
    roneet
    Answered on June 08, 2018 at 10:34 AM

    1) Create your form. The user fills the form and select 1 of X number of mangers you have listed to send the application to:

    15284678481.PNG

    2.Add a Page Break field, from the "Survey Fields" tab, into your form. Set the visibility for the back and next button to hidden.

    (Add this page break field after the submit button)

    3.Create the email notification that will be sent to the person who will approve or decline: http://www.jotform.com/help/25-Setting-Up-Email-Notifications 

    Now build a custom edit URL that will show the manager or approver  the "Approval area". Example:

    Link: https://www.jotform.com/edit/{id}?jumpToPage=2

    1528468031form.gif

    4.Create the conditions in order to send the notification to a specific email address based on a selection: https://www.jotform.com/help/167-How-to-Send-Email-Based-on-Selection

    15284681731.PNG

    5.Create a form autoresponder that will contain a message that lets the user know that he has been approved: https://www.jotform.com/help/26-Creating-a-Form-Autoresponder, and make sure to enable the "Send on Edit" option:

    15284682691.PNG

     

    6.You can set autoresponder condition to it15284683991.PNG

    You can clone the below form:

    https://form.jotform.com/81584298600967

     

  • Profile Image
    roneet
    Answered on June 08, 2018 at 10:38 AM

    Please connect with us for further doubts.

  • Profile Image
    Upravlenie_kachestvo
    Answered on June 08, 2018 at 10:55 AM

    Hi,

    Imagine this situation

    A normal user fills out his form.

    Then the admin is notified and they 'edit' the form by entering a pass and have couple of new questions to fill just for themselves.

    Then if later on lets say a month later the normal user decides he wants to change something (he hasn't been notified for the admin change) and access the form will the form show him those corrections the admin has done?

  • Profile Image
    eugene
    Answered on June 08, 2018 at 11:44 AM

    The form will not show it's revision history to the users that fill the form. But when they re-enter the form, they might notice the changes. However, you can use the method mentioned in the guide below, and set different autoresponder emails for the admins and users:

    How to Let Users Update Their Form Submissions at a Later Date

    Hope it helps! Also, would you like users to know about the changes that admin made on the forms? If you can give detailed information about the things you would like to implement to your forms, we would be happy to assist you further.


  • Profile Image
    Upravlenie_kachestvo
    Answered on June 11, 2018 at 02:26 AM

    Hello,

    For me the easiest way is to split the last page into two sections the second of which will be invisible and will only be shown if the a certain field is filled. Look at the photo I have posted.

    The problem is that I give my users the chance to edit their submissions as much as they want and if they come back to it at a later date they will see the changes the admin has done. I do not have problems with it apart from the fact that if I put a visible question the admin has to answer it order to access the second section the users will see the answer and will be able to do it next time. Look at the fist pic I have posted. The field 'pass' is visible but the users should not know the answer which only admins would know. But the problem is that if my user opens the form after the admin they will see the pass field answer.

    My form is editable now as well so I do not have issues with that. My issue is that I want the users to edit whenever they want even after the admin but don't want them to be able to access the info about the approval before the admin. Also don't mind if they see the admin approval afterwards as long as the user doesn't learn how to approve beforehand.

    Regards.

  • Profile Image
    Upravlenie_kachestvo
    Answered on June 11, 2018 at 02:28 AM

    I was thinking to make a condition where the 'pass' field answer is the sumbission id which is visible after the submission and therefore changes everytime so the users won't know it but then realised that it's not possible as I can't do the condition since I don't know the submission id.

  • Profile Image
    nelly
    Answered on June 11, 2018 at 08:02 AM

    Hello,

    You can use Get Visitor Location and identify the admin's and users' IPs. You can find your IP and set the hide some fields with conditions as you can see below:

    1528718357Screen Shot 2018-06-11 at 2.571528718365Screen Shot 2018-06-11 at 2.57

    Please try this suggestion.

    You can check this guide for more details:

    -A General Approach on Building an Approval Process Workflow

    Let us know if you need further assistance.

  • Profile Image
    Upravlenie_kachestvo
    Answered on June 11, 2018 at 08:30 AM

    Just to briefly confirm because it is quite long and complicated and I do not have time to read it very carefully.

    I install the two above mentioned widgets and make a condition with two IFs to show the hidden section.

    The two IFs are whether it is an edited submission and whether it is the admin ip. Then the hidden section will be visible.

    Thank you for your support.

  • Profile Image
    nelly
    Answered on June 11, 2018 at 10:21 AM

    Yes, all you need to do is identify the editors IP to understand if the IP belongs to admin or not. If the IP belongs to admin then show the fields that should be visible only to admin. If the IP doesn't belong to admin, hide the fields that should be visible only to admin.

    Let us know if you have other question.