How to make a Workflow based form

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    Asked on August 01, 2018 at 08:54 AM


    Can external users use the system to submit forms?



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    Answered on August 01, 2018 at 10:31 AM

    Hi Titas,

    Of course, external users can make submissions. They do not need to have an account to submit a form.

    If you need further assistance, please do not hesitate to ask again.

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    Answered on August 01, 2018 at 11:43 AM

    That sound like good news.. It would be great news if you offer workflow too for forms? 
    Example would be that it needs to pass some approval flow of 3 levels.
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    Answered on August 01, 2018 at 01:08 PM

    Hi Titas, you can create a Workflow based form by combining the Email Notifications and Prepopulate Forms features. For instance: consider a form in which an employee requests a vacation, however, this request must be review and approved by the HR personnel as well as the user's manager. Each person in this review workflow has a distinct responsibility and different options within the same form (e.g: the manager can approve or disapprove the employee request).

    You can see a form that replicates this workflow in the screencast below:


    You can clone this form in the link below:

    And test it here:

    Notice that each step of the process generates a link (that can be sent via email) to the next person in the workflow, in which the data that was previously entered before can be presented in a different context, e.g: the manager is able to approve or disapprove the employee's request, but he/she can't change the data that was entered by the employee.

    Related Links:

    How to build a Workflow based form:

    How to set up email notifications:

    Prepopulating forms:

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    Answered on August 02, 2018 at 05:43 AM
    Jello Jotform 😉

    Thanks for answer – got two more:

    • Pricing – so if we are talking about external users we use submission count?
    • Documentation – pretty basic so i am sure you have something as your product looks mature, is it possible to generate some documents (word/pdf/excel) as part of workflow?
    • Analytics – maybe you could drop me a link to article which explores this in more detail?

    Have a nice day!

    Titas Grincevičius

    Eismo vertinimo skyriaus vadovas
    Tel. +370 67911890

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    Answered on August 02, 2018 at 10:42 AM

    1. Your subscription plan limits the submissions per month. Refer to our pricing page.

    2. When you set up an email notification at each workflow you can also have a document attached to that email. You can refer to the article which explains how to include submissions as PDF attachment.

    3. You can refer to this link to know more about Jotform's inbuilt analytics tool. Refer this article to know more on how it works Understanding-Form-Analytics-and-Ways-on-How-to-Get-Your-User-s-Info

    Hopefully, this answers your questions. Let us know if you need further information.