Signing off a form

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    LucyJameson
    Asked on October 17, 2019 at 10:20 AM

    I am trying to replicate this - https://www.jotform.com/help/432-A-General-Approach-on-Building-an-Approval-Process-Workflow


    I have a charter booked out and when returned I want to be able to get the form signed off as all oK and the deposit released, I need to see the signature of the person signing off. I can't get the end bit to work when the form is reopened by the member of staff and signed off 

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    BJoanna
    Answered on October 17, 2019 at 12:51 PM

    Can you please tell us which part exactly of your workflow is not working correctly.

    As far as I can see from your conditions, the second part of the form will be shown only when the form is edited. 

    Then is the "Charter Returned Status" is approved, the Email Notification will be sent. 

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    LucyJameson
    Answered on October 17, 2019 at 01:15 PM
    Hi There
     
    Many thanks for the quick response.
     
    So there will be the first part when the charter is handed over and checked over for any damage by the customer, photos logged etc. 
     
    At the point of return, the boats would be checked by a member of staff, any photos logged for evidence of damage and signed off by that member of staff. I need that sign-off part to be viewed only by the staff, not the customer as it should only be the staff member who signs this part off. I need to be able to share the form with the staff member who will be managing that event, do I send them a link? I removed the edit links as I do not need the form to be edited by the customer, was that wrong?
     
    I can see that I can view the submissions in my app and on my account on my desktop, I have also integrated the submissions with th google drive but just looking for a simple way to send the form to a member of the team who would then include any issues found and sign off the Charter
     
    Thank you for your help
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    BJoanna
    Answered on October 17, 2019 at 01:43 PM

    If I understood correctly, you want to send an edit link to your staff member when the users submit the form. You also do not want to allow users to view the data entered by your staff member and you do not want to allow the users to edit submissions. 

    Your form currently has the conditional Email Notification that will be sent when a submission is approved. Is that Email Notification set to your staff member? If so you can delete that condition. That way the staff member will receive it when the user submits the form. You should also add an edit link to the Email Notification. 

    Your Autoresponder Email does not have an edit link, so your users will not be able to edit submissions. However, you enabled Send on Edit inside of the Autoresponder Email, which means that the users will receive an email when the form is edited by the staff member. So if you do not want to send info that the staff member will submit to your users, you should disable Send on Edit inside of the Autoresponder Email. 

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    LucyJameson
    Answered on October 17, 2019 at 01:50 PM
    Hi There
    Many thanks for the quick response.
    So there will be the first part when the charter is handed over and checked
    over for any damage by the customer, photos logged etc.
    At the point of return, the boats would be checked by a member of staff,
    any photos logged for evidence of damage and signed off by that member of
    staff. I need that sign-off part to be viewed only by the staff, not the
    customer as it should only be the staff member who signs this part off. I
    need to be able to share the form with the staff member who will be
    managing that event, do I send them a link? I removed the edit links as I
    do not need the form to be edited by the customer, was that wrong?
    I can see that I can view the submissions in my app and on my account on my
    desktop, I have also integrated the submissions with th google drive but
    just looking for a simple way to send the form to a member of the team who
    would then include any issues found and sign off the Charter
    Thank you for your help
    ...
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    BJoanna
    Answered on October 17, 2019 at 01:58 PM

    Your most recent reply is exactly the same as the previous one. Please open this thread and check my previous reply.  

    Let us know if you have any other questions. 

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    LucyJameson
    Answered on October 17, 2019 at 03:03 PM

    OK so I have the signing back in part hidden on the form and can only see it when I open up the submitted forms in my inbox in the app, if I add the details of the hand over, approve etc I have to go back up and agree to the terms and conditions. When using the edit link I can't see it. Would there be a way around this? Or is it just easier to have all that in view and send the edit link to the staff member to sign back in?

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    VincentJay
    Answered on October 17, 2019 at 04:44 PM

    You can hide fields when you're on the edit URL. Here's a guide that you can follow: 

    https://www.jotform.com/help/389-How-to-Show-or-Hide-Fields-on-Edit-URL

    Is that what you're trying to achieve? Hide some fields when someone Edit the form?

    Please give it a try and let us know if you need further help. Thank you.

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    LucyJameson
    Answered on October 18, 2019 at 04:49 AM

    Now the URL just stays the same for every form 

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    VincentJay
    Answered on October 18, 2019 at 05:35 AM

    Could you please share a screenshot? What do you mean the URL stays the same for every form? 

    To find the form URL, please follow this guide: https://www.jotform.com/help/401-Where-to-Find-My-Form-URL

    We'll wait for your reply. Thank you.