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    Form and workflow

    Asked by trinehr on May 02, 2013 at 10:57 AM

    I have a form that five individuals need to approve - in a SEQUENTIAL fashion.  We would like to setup the form to where is sends an email to first approver, they Approve/Decline in email message and that 'ACCEPT/DECLINE' is passed to form.  Then form sends to the next approver.  Is that possible?  I've worked with the form to where it sends out the email to all and they can use the clickable link in email message but we don't want approvers to have to go to form and we want it to sequentially feed to next person.  Please advise.

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    JotForm Support

    Answered by Welvin on May 02, 2013 at 11:52 AM


    Good day! I can came up with a workaround since I think it requires to do so. But this workaround will let the approver access the form to continue passing data to all other approvers.

    This way;

    1. On your form - add text boxes or text area field to let the approvers note that the submission is approved or not approved. I guess you have this already to the form.

    2. Using our conditional logic tool (Send Email After Submission) - set that if the "first approver" approved the submission - send it to next approver, this is the condition:

    You just need to repeat the process for the next approver;

    Note that you will have to add the "EDIT" function to Form Notification so they will be able to do this.


    For every approver, you will receive notification once they submit the data again.

    I am hoping that this works for you, let me know if you need clarifications.


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    Answered by TrineHR on May 10, 2013 at 09:46 AM

    We have been able to setup the 'conditional logic' but I am unclear of the Edit link functionality.  Our form can be found at http://form.jotform.us/form/30804181049146 .  Again I want to 'pass' from an email the APPROVED status to fill in the form - not have the submitter go to the form.  Is that possible? 


    Do I need to create a NEW THANK YOU EMAIL for each approver???

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    JotForm Support

    Answered by Welvin on May 10, 2013 at 11:03 AM


    Yes, that how it works. It "pass" emails to approvers. The process are;

    1. The User submit data to the form.

    2. The APPROVER 1 receives the email from the user, the APPROVER 1 then edit the submissions and put "Approved" to the Approver 1 box, then he/she click "Send"

    3. After Approver 1 click "Send" button, the Approver 2 Receives the Notification since we apply conditional logic. Approver 2 "edit" the submissions again and put "Approved" to the Approver 2 section. Click "Send" button again.

    4. After Approver 2 click "Send" button, the Approver 3 Receives the Notification since we apply conditional logic. Approver 3 "edit" the submissions again and put "Approved" to the Approver 3 section. Click "Send" button again.

    5. Repeat the processes.

    For every Edits, you will received a notification via email with Prefix "EDIT".

    You do not need to create New Email Notification. You can create just one, but if you'd like to personalize every approver emails, you can create 2 or more.


    Some more idea here: http://www.jotform.com/answers/108795, you can also search the forum.



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    Answered by trinehr on May 10, 2013 at 12:37 PM

    Thank you for the information.  This continues to get me closer to the ultimate goal.  Let me try to explain in another way....

    1.  The form is filled out by a user, the user selects which initial person needs to approve - selects the SUBMIT button on the JOTFORM and an email is sent to the 1st APPROVER.

    2.  1st APPROVER receives the email (with info) and wishes to APPROVE by selecting a link called APPROVE

    3.  The link passes the APPROVE (variable) to the appropriate field and then kicks off additional CONDITIONAL LOGIC.  This continues until all approvals are done (Total of 4).

    No resubmit needed. 

    Question:  1.  How do I pass a variable = APPROVE in the 'Email after Submission' without having approver select the SUBMIT button again on the FORM. 

    Note:  We don't want the approvers to go to the form = only pass data to the form.

    2.  How do I assign it to the appropriate FIELD in the Original Form?  4 separate approvers.

    The email link looks like this: 


    Where do I place the APPROVE as a variable and is the sid the assignment to the correct FIELD in the link above????


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    JotForm Support

    Answered by EltonCris on May 10, 2013 at 06:47 PM


    Let me answer your questions on behalf of my colleague.

    "No resubmit needed.", Unfortunately, data can't be saved if the approver will not re-submit the form. That's the only way to edit/update the form and to get an approval notification.

    Question:  1.  How do I pass a variable = APPROVE in the 'Email after Submission' without having approver select the SUBMIT button again on the FORM. 

    You mean to say prepopulate values on the field using URL parameters on the edit link? Unfortunately it is not possible on edit links. However, if you mean like this: http://form.jotform.us/form/30804181049146?approvalRequested=Approved&vpFinance=Approved&president=Approved&vpHr=Approved, it's possible here's a guide: Prepopulating the fields to your JotForm via URL parameters. But like I've said, it's not possible to do this via Edit URL. Example: http://submit.jotform.us/form.php?formID=30804181049146&sid=234010340002299157&mode=edit&approvalRequested=Approved

    2.  How do I assign it to the appropriate FIELD in the Original Form?  4 separate approvers.

    I am not quite sure about this. If you want to pass data via URL parameter, that's possible as explained above but not on edit URL.

    Let us know if I have missed something or there's something that is not clear to you. Thank you!

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    Answered by dvlasich on December 05, 2013 at 01:15 PM

    Will all this work if the form (spreadsheet) is stored in Google Docs?  If the form is "Returned for Revisions" to the submitter, is it rendered as a form, or do we have to give them access to the spreadsheet to update field on it?

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    JotForm Support

    Answered by jonathan on December 05, 2013 at 04:32 PM


    The "Return for Revisions" or Edit_link feature will only work on the form. 

    There is no means for the user to edit the integrated spreadsheet and re-submit it again to JotForm.

    Also, if you let a user EDIT the integrated spreadsheet , there is a high possibility to break the integration that can result in the submissions not being updated on the spreadsheet anymore. So, we highly suggest not to let the user be able to do this. You can just create a copy of the spreadsheet and let the copied version be the one editable.


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    Answered by dmwesq on February 13, 2015 at 01:47 PM

    I have a similar question so I will ask here,

    but if this is better off on a separate thread let me know. I have a form that the user submits to notify our highway department of street lights out. The Highway Dept gets an email notification and also has access to the integrated spreadsheet. The form has two additional fields at the bottom for the Highway Dept to complete, and then they need to forward the form to another email address. I can see how to set conditions so the form flows as needed, but what I can't figure out is how they get access to the form to fill in the fields at the bottom, since they just get an email notification when the form is submitted to them.
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    JotForm Support

    Answered by jonathan on February 13, 2015 at 03:04 PM

    @ dmwesq

    We will resolve your issue here http://www.jotform.com/answers/515747