Workflow with sequential sections filled out by different people

  • mattsgoodman
    Asked on April 3, 2020 at 5:08 PM

    I have a workflow that requires 4 people to sequentially fill out 4 sections of a single form. 


    Person A completes questions 1-20 (all other questions are hidden)

    Notification sent to person B

    Person B completes questions 21-36 (all other questions are hidden)

    Notification sent to person C

    Person C completes questions 37-44 (all other questions are hidden)

    Notification sent to person D

    Person D completes questions 45-50


    Thank you so much for your help

    Page URL: https://form.jotform.com/200884388879173
  • Vanessa_T
    Replied on April 3, 2020 at 6:51 PM

    Looks like an approval workflow of some sort. The key to that is sending a notification email to the right person at the right time.

    Please see this guide to help you setup your own process workflow:

    A-General-Approach-on-Building-an-Approval-Process-Workflow

  • Matt
    Replied on April 3, 2020 at 10:43 PM

    That doesn’t show you how to have multiple sequential parties. It’s just 1 form with the “edit” 

  • Matt
    Replied on April 3, 2020 at 10:44 PM

    *2 editors

  • roneet
    Replied on April 3, 2020 at 11:04 PM

    I think it would be easier in the Classic layout to handle this multiple workflows as you h=are having many fields in the form.

    You can have two fields which should be filled when sec A and sec B gets filled and based on that you can show/hide the other fields and send a notification.

    I have switched my cloned form to the Classic layout form and added the Collapse section so that I would be able to hide those sections easily. I am not sure if I have added those sections correctly to the form

    https://form.jotform.com/200938773055965

    Let us know if this would work.

    Thanks.


  • mattsgoodman
    Replied on April 3, 2020 at 11:15 PM

    Yes, that works for A and B, but not C and D 

  • Vanessa_T
    Replied on April 4, 2020 at 3:14 AM

    Please allow me some time to create a demo form for you and will get back to you afterwards.

  • Vanessa_T
    Replied on April 4, 2020 at 3:52 AM

    Kindly check my demo form below:

    https://form.jotform.com/200941155913047

    This is a generic form that is currently setup to have 4 persons sequentially filling it out.

    Basically, my main source of determining what contents to display and who to notify to is based on a custom text I added on the edit link.

    How-to-Change-the-Text-of-the-Edit-Link-in-Your-Email-Alerts

    You may clone the form and change the email recipients to fully test it out.

    How-to-Clone-an-Existing-Form-from-a-URL

    For your second and succeeding persons, modify the edit submission link to add a custom text for each person:

    Workflow with sequential sections filled out by different people Image 10

    Each person should have its own notification email setup.

    Workflow with sequential sections filled out by different people Image 21

    Then the conditions would then look like this:


    Workflow with sequential sections filled out by different people Image 32

    Demo:

    1585986719A Screenshot 43


  • mattsgoodman
    Replied on April 6, 2020 at 6:29 PM
    That worked perfectly!! Thank you so so much!
    I am now having a new problem with the form. After a signature is submitted in question 45, the form is supposed to be submitted to the next party, however, it isn’t letting the user proceed past question 45 – it seems to be stuck there. Any advice?
    ...
  • Vanessa_T
    Replied on April 6, 2020 at 9:36 PM

    Can you please share to us the exact question label or better yet a screenshot of the field.

    How-to-Post-Screenshots-to-Our-Support-Forum (Note: Email Attachment Is Not Supported)

    Also just to confirm, the form gets submitted but it is not sending the next email? Can you please share to us which email should be sent?

  • mattsgoodman
    Replied on April 7, 2020 at 10:03 PM

    Hi,

     

    Person 1 opens a new form and completes the Truck Check-in section (questions 2 through 22).

    Unloading email with edit link is sent to person 2.

    Person 2 fills out the Unloading section (questions 23 through 37)

    Destruction email with edit link is sent to person 3.

    Person 3 fills out the Product Destruction section (questions 38 through 45)

    **Problem: when person 3 finishes question 45 [Destruction by (signature)], the Submit button doesn’t work. The answers to questions 2 through 37 are included in the submission, however, the answers to questions 38 through 45 are not in the submission. The email titled “COD sign-off” is not sent to person 4.


    Screenshots are below. Thank you again, so much!


     1586311364Jotform 3 Screenshot 101586311318Jotform 2 Screenshot 21

    1586311245jotform 1 Screenshot 32

  • mattsgoodman
    Replied on April 7, 2020 at 10:19 PM

    I have a few additional problems, however, they are not as important as the last one I posted


    Problem 2:

    On an iPhone, when person 2 opens the link in the Unloading email, the formatting of the first question is skewed.

     1586312052jotform 4 Screenshot 10

    On a computer, when person 2 opens up the link in the Unloading email, they are brought to a blank screen.

    1586312213jotform 5 Screenshot 21j



    1586312322Jotform 6 Screenshot 32

    1586312384jotform 7 Screenshot 43


  • John Support Team Lead
    Replied on April 8, 2020 at 1:46 AM

    Let me have some more time to study how the form works and revert here shortly.

    Regarding the other concern you raised, it will be addressed on a separate thread. Here's a link to the thread: https://www.jotform.com/answers/2248696 

  • John Support Team Lead
    Replied on April 8, 2020 at 2:38 PM

    Thank you for waiting!

    So, I have made some tests with a clone of your form and I was able to replicate the issue you reported. I have moved the concern to another thread so I could file a ticket. Any updates will be provided via this link: https://www.jotform.com/answers/2250111 

    Also, I encountered a rather different problem with the form.

    The issue is that when I open the edit links, all I can see is a blank form. Here's an example:

    https://www.jotform.com/edit/4621732032704684058?unloading 

    https://www.jotform.com/edit/4621732032704684058?COD 

    https://www.jotform.com/edit/4621732032704684058?destruction 

    I have inspected the form and found out that the issue is with this condition:

    15863675842241856 2 Screenshot 10

    Now, from what I understand, you want these fields to not appear when the edit links are accessed. Is that correct?

    If so, please delete the said condition and replace it with this condition:

    Workflow with sequential sections filled out by different people Image 21

    This seems to work on my end.

    I created another duplicate of the form and implemented the said condition. Here are sample links that you can try:

    https://www.jotform.com/edit/4621756472704421010?destruction 

    https://www.jotform.com/edit/4621756472704421010?unloading 

    https://www.jotform.com/edit/4621756472704421010?COD

  • mattsgoodman
    Replied on April 8, 2020 at 8:29 PM
    That worked like a charm! Thank you so much
    ...
  • mattsgoodman
    Replied on April 8, 2020 at 9:12 PM

    Hey - I'm trying to figure out the best way to share the form between collaborators. 

    There are 4 stations at our facility and the staff switch places often (ex: Person A might be at Truck Check-in on Monday, and at Product Destruction for the rest of the week).  Product starts at Truck Check-in, then stops at Unloading, then Product Destruction, then the process is over once Certificate of destruction is complete.

    1. Truck Check – whoever is at this station answers questions 2 through 22
    2. Unloading - whoever is at this station answers questions 23 through 37
    3. Product Destruction - whoever is at this station answers questions 38 through 45
    4. Certificate of destruction - whoever is at this station answers questions 46 through 51

    At Truck Check-in, product is given a label of {productType39} and {productDescription}

    When the product arrives at Unloading, the employee working at that station (whoever it may be) should see a list of only products that are ready for unloading.  The employee will locate the product form by the label of {productType39} and {productDescription}.  Once the employee finishes the Unloading section of the form, the form moves to the Product destruction station, and the cycle continues. The list of products at each station should be easy to view on a phone or tablet

    Is there a way to set up Sheets or an app integration that will work well for this? 

    Thank you so much

  • Vanessa_T
    Replied on April 8, 2020 at 10:18 PM

    I have moved your last post to a separate thread and will respond to you there afterwards:

    https://www.jotform.com/answers/2250995