Conditional Email not working

  • Profile Image
    phillipsmgmt
    Asked on February 04, 2019 at 04:22 PM

    I am attempting to build an approval process workflow for my Employee Review form.

    1. Supervisor completes form

    2. Notification Email Sent to Corporate Team

    2.a. Corporate Team member edits the submission and marks "approved" or "denied" under "Mothership APproval Status"

    3. A. If approved supervisor would get the "approved" autoresponder email 

    3. B. If denied supervisor would get the "denied" autoresponder email

    4. The denied Auto responder email has an "edit" link in the email.

     

    My issue is that the autoresponder emails are not being sent after the corporate team member edits the submission and completes the "mothership approval status" (Step 3 not sending). Thinking there's some issue with a condition but I can't find it.

     

  • Profile Image
    Nick_So
    Answered on February 04, 2019 at 04:50 PM

    I have checked your Autoresponder conditions for both the conditions on step 3. You will have to enable "Send on Edit" in both the Autoresponders. Please follow the below steps:

    1) Go to Settings

    2) Emails

    3) Click on Edit icon

    1549316828Document1 - Word 2019-02-05 03

    4) Go to Advanced >> Enable Send on Edit

    1549316944The Easiest Online Form Builde

    Make the same changes on the second autoresponder as well and let us know in case it's still not working.

  • Profile Image
    phillipsmgmt
    Answered on February 05, 2019 at 11:20 AM

    This worked! Thank you! Follow up questions to this...


    So far my workflow is...

    1. Onsite team completes a performance review and submits it.

    2. Corporate team gets a notification email asking for them to review the submission.

    3. Corporate uses the "edit link" in the email to approve or deny the submission.

    4. If it was denied... an autoresponder email gets sent to onsite team for them to edit their submission.

    5. The onsite team edits their submission and resubmits

    6. When the onsite team edits a denied submission... the mothership approval questions show up and they are able to edit them. This is because my condition is set up to "show" the approval status and approval status details whenever the "Get page URL" contains "edit".

    QUESTION #1: Is there a way make the approval status questions pop up when corporate "edits" a submission but not when the onsite team "edits" their submission?

    7. After the the corporate team member has "denied" a submission, and the onsite team has edited the denied submission... they resubmit it. But because they are pressing "submit" again while the mothership status is "denied" they get a duplicate email saying Your submission was denied, please redo.

    QUESTION #2: Is there a way around this? Where onsite completes it initially... corporate email gets notification.... corporate edits it and denies.... onsite email gets notification.... onsite edits it (without being able to edit the approval question).... and then corporate gets a follow up email asking them to look at it again (but onsite team doesn't get another "denied" email for submitting their edit while the approval question is still marked as denied")

    8. (Can't figure out how to set this up) Corporate gets an email saying "they have made edits. please review this again"


    Explaining the conditions and email flow is not very easy. Please let me know if you are confused about either question and I will see if I can explain it in another way.

  • Profile Image
    BDAVID
    Answered on February 05, 2019 at 12:54 PM

    I am trying hard to figure something out, but this is quite complicated, honestly, this is the first time I see an approval workflow where the user is given a chance to correct the submission until he gets approved. Is that how it has to work?

    If the user will be given only one chance to correct the submission, my suggestion would be to edit the "denied autoresponder", so it should only contain a form URL(a new form, it could be a clone version) with prefilled values(from the first submission) to make a new submission:

    https://www.jotform.com/help/351-How-to-Automatically-Pass-Form-Data-to-Another-Form 

    In this way, a new process would start, and the loop conflict between conditioned notifications would be avoided.

  • Profile Image
    phillipsmgmt
    Answered on February 05, 2019 at 02:06 PM

    Correct. Basically we want the onsite team to complete a review. The corporate team to approve or deny it. If corporate denies it, it means the submission needed extensive edits. Rather than have our corporate team do this, we want to give the onsite team feedback on why it was denied and have the onsite team make their edits based on that feedback and then resubmit for approval.

    Since this form is already pretty long and complex, I dont think adding your suggestion would be a great solution. Only because the more I add layers/conditions, I higher the odds of something malfunctioning. I do appreciate the suggestion though.

    What I'll do instead is just have them complete a new submission if it gets denied.

     

    Not sure if anything is in the works but I would really love it if the approval workflow was able to be more customizable and maybe a little easier to set up.

     

    Thanks again