Workflow approvals without EDIT emails to all in the workflow.

  • Profile Image
    awmcphee
    Asked on June 21, 2018 at 09:30 PM

    Hi Team

    I have created a form with conditions and set up individual notifications and autoresponders. The question: How do I create a workflow that moves from Applicant, to Assistant Principal, to Daily Organiser, to Deputy without sending EDIT emails each time the form is moved to the next approver?

    At the present time the workflow is happening, however each of the staff inthe workflow receive an edit as the form moves through the workflow. 

     

    i thought removing 'send on edit' and creating prescribed conditions would work?

  • Profile Image
    Jan
    Answered on June 21, 2018 at 10:19 PM

    I cloned your form and I did test submissions. I can verify that the 5th, 10th and 12th condition are working properly.

    After submitting the form and selecting "Leadership Development", the "Date Check: HoDo" email alert will be triggered.

    152963348606-22-1q07j.png

    In "Edit Mode", these conditions will be triggered:

    152963347410-12.png

    Here's a test edit submission:

    152963336706-22-m9f1h.png

    Here's the result:

    1529633378edit1.png

    The "Send on Edit" option in these associated email alerts is enabled.  If you disable the "Send on Edit" option, the email alert will not be sent.

    Can you please provide more details about the workflow where you encounter the issue? In this way, we can try to replicate it. 

    We will wait for your reply. Thank you.

  • Profile Image
    awmcphee
    Answered on June 21, 2018 at 10:35 PM

    I want the workflow to look like this:

    1. Applicant

    2. Recommend Approval from Dean of... (edit submission) (If rejected send to Applicant) 

    3. Notification to HoDO (edit submision)

    4. Approval from Deputy (edit submission) (If not approved send to applicant and HoDO)

    5. Notification to Finance and Applicant 


    I want to control the workflow rather than 'send on edit' which sends an email to everyone in the workflow. Is this possible? How do i achieve this?

  • Profile Image
    awmcphee
    Answered on June 22, 2018 at 12:19 AM

    If i remove the 'send on edit' will the workflow default to the condition i have set?

  • Profile Image
    DonaldHag
    Answered on June 22, 2018 at 03:28 AM

    I am taking a look at your form and coming up with the conditions. Give me a moment and I'll get back to you.

    Thanks

  • Profile Image
    awmcphee
    Answered on June 23, 2018 at 12:47 AM

    Have you been able to identify a way to make this work without sending edited forms to every email in the workflow?

  • Profile Image
    Nik_C
    Answered on June 23, 2018 at 04:49 AM

    What you can do is to insert the additional condition that will check if the form is in edit mode and you can do that by inserting the Get URL widget:

    https://widgets.jotform.com/widget/get_form_page_url

    And then you can insert an additional condition that will check if the page URL contains word "edit", which will mean that the form is in edit mode:

    1529743632Screen Shot 2018-06-23 at 10.4


    Then you could disable send on edit option so notifications will be sent only when your conditions are true and the form is in edit mode.

    Please try and let us know how it worked.

    Thank you!

  • Profile Image
    awmcphee
    Answered on June 23, 2018 at 07:50 AM

    Thanks for the tip - This is the condition I created: It didn't work. No emails were received after this condition was created.

    1529754467Capture.PNG


    Could it be possible that jotform doesn't allow for a sequential workflow without using 'send on edit'?

    Why don't the conditions work without 'send on edit' functionality?


  • Profile Image
    Nik_C
    Answered on June 23, 2018 at 11:44 AM

    Ok, I'm sorry for misinforming. 

    Send on edit should be On. But the condition should handle if the edit email will go to all emails or not, so when condition with get form page url is included plus the selecting of radio button, email should go to one email address only (the one that is set in that particular condition).

    Now, if you have multiple emails tied to the same radio button choice, the above will not work and I'm afraid that I don't see a way around it.

    So if you have different radio buttons (where you approve or disapprove) for each email notification, that will work fine, I just tested that.

    If send on edit is not enabled, notifications will not be sent when a submission is edited so, to avoid sending to all email recipients, you have to implement conditional logic separately for each email notification.

    Let us know if you have any further questions.

    Thank you!

  • Profile Image
    awmcphee
    Answered on June 24, 2018 at 07:40 AM

    This hasn't worked - I cloned the form to make it simpler to review and it didn't work.

    - I created separate email notifications for approve and decline ie approval email and declined email

    - I included the URL condition

    - Send on Edit is on

    I keep getting the Edit emails pushed back to all the prior approvers. This can mean 5 EDIT emails.

    Can you have a look at the form (cloned Staff PD Application) and let me know where I have made a mistake. 


    Thanks for your time. 


    Adam



  • Profile Image
    Mike
    Answered on June 24, 2018 at 11:08 AM

    I am afraid that the Get Page URL widget will not help.

    You will need to reconsider your email conditions. For example, add some extra rules to your conditions, and/or additional email conditions.

    If your approval process is linear, you can try something like:

    - Send autoresponder to the Applicant ('send on edit' disabled - email sent once).

    - Send notification to Approver1 ('send on edit' - must be enabled). In order to email it only once, add a rule (if 'Approval Step 1' Is Empty, send the email).

    To illustrate this, form:

    Condition:

    - Send notification to Approver2 ('send on edit' - must be enabled).

    - Send notification to Approver3 ('send on edit' - must be enabled).

    - Send final approval to Applicant ('send on edit' - must be enabled).

    If your approval process is not linear, you will need more complex conditions setup.

  • Profile Image
    awmcphee
    Answered on June 28, 2018 at 04:58 PM

    YES! This worked. Thank you for the workaround. Much appreciated. 

  • Profile Image
    awmcphee
    Answered on July 01, 2018 at 08:24 AM

    This has worked very well until... my latest from: Excursion application. It is sending multiple Edit emails to the first approver (HoDO email address). I have multiple conditions as suggested but for some reason the Edit emails are still coming. 


    Can you identify why this is happening? 


    This is the form: https://form.jotform.co/81773108148863