I am confused with the user and sub-user features

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    WendiG
    Asked on November 09, 2018 at 12:35 PM

    Greetings!

    I'd like to make the switch from Formstack to Jotform, but need to justify to my boss:

    -- I would be only one creating forms for others in (and outside) my org to complete -- am I the only "user"? I'm a bit confused with "sub-user" term I've seen during my search for info on account costs.

    -- I think I know the answer to this, but need to ask: Many of my forms will include responder attachments -- these attachments are saved to Jotform servers, which are super-secure, correct?

    -- We are a nonprofit org -- we would qualify for a 50% discount, correct?

    I'm a big fan of Jotforms and hope I can covert my org!

    Thanks in advance for your assistance!

    Wendi

  • Profile Image
    Welvin
    Answered on November 09, 2018 at 01:51 PM

    You are the main account. The sub-users are those who have access to view submissions and edit forms if given permissions. If you do not want people to view your form submissions or edit forms, then do not send them an invite. 

    Yes, we are secure. You can read more about our security here: https://www.jotform.com/security/.

    Yes, if you are non-profit, you are qualified for our 50% discount offer. You can apply here: https://www.jotform.com/nonprofit/pricing/. Our non-profit approval is within 24 hours. You should get an email once your application is approved.

    I hope that answers your questions. Please simply reply to this thread if you have any further questions.


  • Profile Image
    wendig_etr
    Answered on November 09, 2018 at 02:49 PM

    Thanks for the quick response! Just a follow-up question: Does "edit" mean the same thing as "complete"? Example: An external party completes the first part of the form, which is then sent to an internal (to our organization) person (then it is sent to me). Is the internal person completing their part of the form an editor, or a sub-user? This internal person wouldn't be changing the form, just filling in fields that I've set up.

    Thanks again!

    Wendi

  • Profile Image
    Welvin
    Answered on November 09, 2018 at 03:10 PM

    No. The way how you explain that matter seems like you are using the Edit Link or Edit Submission feature. Note that the Edit link/submission is a different feature. 

    The sub-user feature can be viewed here https://www.jotform.com/myaccount/users. When you invite people to be your sub-user and if they accepted it, and based on the given permission, they can either edit your forms or view submissions or both. 

    If you simply want people to edit a particular submission in the form like you are doing a workflow process, then use the Edit Link feature. If there's someone from your company/organization that you want to have the option to edit your forms in the form builder and view your submissions in the submissions page, then use the sub-user feature. 

    Our workflow guide is below if you are interested with it:

    https://www.jotform.com/help/432-A-General-Approach-on-Building-an-Approval-Process-Workflow 

  • Profile Image
    wendig_etr
    Answered on November 09, 2018 at 03:25 PM

    Thanks! If I understand correctly, I won't need to add additional people, or sub-users, to our account. To get the form to the second person, I'll use the edit link/submission function -- this second person won't be a sub-user.


    Thanks again!

    Wendi

  • Profile Image
    Welvin
    Answered on November 09, 2018 at 03:34 PM

    You're welcome. Let us know if you need help with it. By the way, we have the below app for approval workflow, you may consider using it:

    https://apps.jotform.com/app/approval_workflow_by_processmaker

    If you find an issue with the process, let us know by creating a new thread. Note that it is a third-party app by ProcessMaker. 

  • Profile Image
    WendiG
    Answered on November 09, 2018 at 03:47 PM

    Looks promising -- thanks again for your assistance and guidance.