Complete workflow requirement

Hi Sales,

 

We want a workflow process for onboarding our customers where we get the user to do the following:

 

1. we select a specific workflow/application process, e.g. Customer Application; and

2. select a specific list of documents we want them to provide, e.g. passport photograph, utility bill, 6 months' bank statements and accounts for that specific user (from a library of documents the forms administrator configures); and then

3. invite the user to login; and

4. we might ask the user to digitally sign a PDF (currently we use Adobe Sign for this); and then the user

5. sees a  list of documents we want them to upload (the document upload stage)

6. once they have uploaded all the documents, we are notified so we can check all the documents; and meanwhile

7. the user moves to the next part of the application process where they complete a series of forms; or

8. we prepopulate the forms for them and they simply approve them; and

9. three of the forms are uploads of spreadsheet data that must be uploaded in a specific format; and

10. if we are not satisfied with one, or any, of the documents they provided at the document upload stage, we can interrupt their form filling with another document upload stage again, but this time only asking for the 'missing' document(s); and

11. then they return to the forms to complete them.

12. we are notified and we approve/reject the application; and if approved

13. this causes multiple emails to be sent to tens, or hundreds, of third parties (who's details were taken from one of the uploaded spreadsheets) for them to either click a link and confirm online, or reply to the email to confirm their agreement; and then

14. once we receive 3 or more email/online confirmations;

15. the system automatically emails multiple other users (who's email addfresses we have taken in one of the application forms) and invite the to digitally sign one, or more, PDFs (as above, we currently use Adobe Sign for this); and then

16. all the users data is transferred by API to our central database (this should happen every time, every form or file is submitted); and

17. the user is sent to our central trading system

 

Can you confirm that your system can deal with all of the above requirements, please.

 

Many Thanks,

 

Patrick Reynolds

mailto:patrick.reynolds@credebt.com

Direct Dial      : +353 1 685-3687

Hi Patrick,

Do you have a JotForm account? If yes, I suggest checking this guide first: https://www.jotform.com/help/2-How-to-Create-Your-First-Web-Form

The guide will also help you to learn our Form Builder and some of your questions have been answered to that guide. After checking it, please ask us again more questions and we will answer them one by one.

To avoid confusion, please try creating one thread per question. 

Hello again,

Sorry for the late response. 

Just to answer your questions:

#1

You can use the Single Choice Field, Multiple Choice Field, or Dropdown in this option.

#2

You can insert a File Upload field so that the user can upload their documents together with the form. For more details about File Upload field, kindly refer to these guides: https://www.jotform.com/help/332-How-to-Create-File-Upload-Forms

Please take note that we have a Show/Hide Field condition that allows you to show or hide field depending on the option selected by the customer. More information on this guide: https://www.jotform.com/help/316-How-to-Show-or-Hide-Fields-Base-on-User-s-Answer

#3

You can add static text in the form using the Text tool.

#4

We do have a widget that captures digital signature. Please do check the E-signature widget and Smooth Signature widget. Here's a guide: https://www.jotform.com/help/433-How-to-Add-an-E-Signature-to-Your-Form

#5

You can see the uploaded documents on the Submissions page.

You can also integrate the form to Google Drive or Dropbox. Kindly check these guides:

https://www.jotform.com/help/192-How-to-Integrate-a-Form-with-Google-Drive

https://www.jotform.com/help/77-Upload-to-Dropbox-with-JotForm

#6

You can set up an email notification so that you will receive an email once the user submitted the form together with the uploaded documents. Here's a guide: https://www.jotform.com/help/25-Setting-up-Email-Notifications

#7

I recommend you check this user guide on how to create an approval workflow here in JotForm: https://www.jotform.com/help/432-A-General-Approach-on-Building-an-Approval-Process-Workflow

You might also want to check these related links:

https://www.jotform.com/blog/how-to-create-an-approval-workflow-for-jotform/

https://www.jotform.com/integrations/workflow-for-jotform

#8

We do have a prepopulate feature here in JotForm via the URL. Please check this app: https://prepopulate.jotform.io/

If you want to do it manually, please refer to this guide: https://www.jotform.com/help/71-Prepopulating-Fields-to-Your-JotForm-via-URL-Parameters

#9

You can limit the type of files that can be uploaded in your form. Refer to this guide: https://www.jotform.com/help/29-How-to-Change-the-Allowed-File-Types-in-the-Upload-Field

#10 and #11

You can send them an edit link so that they can edit their submission. Here's a guide: https://www.jotform.com/help/40-How-to-Let-Users-Update-Their-Form-Submissions-at-a-Later-Date

#12

You can create multiple email conditions in your form wherein the email alert will be triggered based on the option selected by the user. Here's how: https://www.jotform.com/help/167-How-to-Send-Email-Based-on-User-s-Answer

#13

You can have multiple email alerts and multiple recipients. Here's a user guide: https://www.jotform.com/help/39-Send-Notifications-to-Multiple-Recipients

#14 and #15

Like the answer in #12, you can have a lot of email alerts and you can trigger them based on the condition.

In these emails, you can attach a PDF on it. Here's a guide: https://www.jotform.com/help/393-How-to-Attach-a-File-to-Autoresponder-Emails

#16

We do have API documentation that will help you create a script that connects the submissions to your database. Here's the link: https://api.jotform.com/docs/

You can contact api@jotform.com if you need more assistance in the API.

#17

My understanding is that you want to redirect the user after submission. If yes, then it is possible to do that. Here's how: https://www.jotform.com/help/38-Redirecting-Users-to-a-Different-Page