How to create approval workflow form

  • mraskiewicz
    Asked on July 12, 2019 at 2:07 PM

    I would like to create a workflow and only the applicable folks get an email in the process not everyone each time an edit is made.

    Example:

    1)Person submits the form, they receive an Autoresponse that says form was received

    2)Committee Chair they designate on the form receives an email based on the condition that the form is ready to review.  They review, approve, sign and submit.

    3)Based on the condition that the approver boxed is filled the treasurer receives an email that the request has been approved.  They click on the link in the email complete their section and submit.

    4)Based on the condition that the treasurer has signed the form the initial person gets an email that payment is on its way.

    Nobody else gets emails saying the form was edited, only the folks along the workflow that are designated are the ones that should receive an email or a notification.

    Based on my current settings we are not getting past the step where IF the Approver Signature is Filled sent email to Assistant Treasurer because she is not receiving an email.

    Below is a screenshot of my email settings and then my conditions.

    1562954680Jotform2 Screenshot 10

    1562954739JotForm Screenshot 21

    I made some changes but it looks like you still have to activate the get edits in order for someone downstream in the workflow to get the message after it has been edited by the next person in the process.

    The problem with that is then they get an email in the next step when they are not the intended recipient of additional updates.

  • AshtonP
    Replied on July 12, 2019 at 2:59 PM

    Your form appears to be set correctly however it appears to be an issue with the conditioning.


    I am testing the clone of your form and will respond as soon as I am done with the testing.

  • AshtonP
    Replied on July 15, 2019 at 1:24 PM

    I reviewed your form once again today. You email notification conditions from #6 to #11 are working fine. However, condition # 12 will be triggered if any of the following 2 conditions is triggered. 

    1. Committee member submitting request is filled AND 

    2. Asst. Treasurer's Signature is filled 

    This will send the notification irrespective of form is edited or filled the first time. If you want the condition to trigger when both the fields are filled then you need to change the condition # 12 accordingly. 

    If you want to trigger a specific notification when a form is edited then you can do the following 

    Add Get Form Page URL widget to your form. This is hidden and end-users can't see it. Add this field to your conditions to trigger a notification/autoresponder when the form is edited. 

    89341 condition Screenshot 10

    I hope this helps. Let us know if you have further concerns.