Workflow - control what different entities see when creating a workflow.

  • lritter
    Asked on June 5, 2020 at 11:12 AM

    I have created a workflow and am not super experienced with doing this and your team has been so helpful in getting me this far. Here's what I got.

    Customer clicks link and completes and submits the form

    Notification 1 is sent to me (Admin)

    AutoResponder 1 is sent to the customer confirming their submission

    AutoResponder 2 is sent to the Salesman with link to edit submission

    Salesman clicks edit submission link, reviews form and either Approves or Denies the customers submission.

    If approved...AutoResponder 3 is sent to Bill for processing and AutoResponder 3a is sent to the customer letting them know it's been approved and is processing.

    If denied...AutoResponder 3b is sent to the customer letting them know it was denied and AutoResponder 3c is sent to the Salesman. Currently, AutoResponder 3c tells the Salesman to contact their customer and if the customer is able to 'fix' what's missing, I tell them the customer would need to fill out a new form. 

    I would like to take this process to the next level and instead of having the customer complete a new form, I would like to have the customer edit the submission, just like the Salesman. However, whenever the customer edits the submission, I want to hide most, if not all of the fields on Page 5.

    In a nutshell, how do you control what different users see when they edit submission?

    Thank you so much!

  • enterprisesupportteam
    Replied on June 5, 2020 at 12:29 PM

    Hello @lritter,

    Thank you for contacting our support team.

    If you are looking to hide sections of your form when it is in 'edit mode', you most certainly can.

    You will first need to add the Get Form Page URL widget to your form to allow you to use the URL in your form Conditions. After this widget is in your form, you can then create a new Hide / Show Field condition and set it to hide fields if the word 'edit' is included in the URL.

    Here is a screenshot to demonstrate how the logic would be set up for this:

    1591374381Screenshot (220) Screenshot 10

    You can also add an extra step to this so that the fields are only hidden when the client is the one editing. So, you can add another IF statement that will check if one the salesman's signature field is filled and the URL contains 'edit', then hide the fields.

    I hope this makes sense to you, please do let us know if you require any further explanation. We could certainly build a demo form for your reference if you'd like.

  • lritter
    Replied on June 8, 2020 at 10:42 AM

    I'm messing around with this and not getting the results I need. What if I use the Unique ID Properties. One for the customer and one for the Salesman?

  • lritter
    Replied on June 8, 2020 at 11:27 AM

    I've got it this far...

    Customer clicks link and completes and submits the form

    Notification 1 is sent to me (Admin)

    AutoResponder 1 is sent to the customer confirming their submission

    AutoResponder 2 is sent to the Salesman with link to edit submission

    Salesman clicks edit submission link, reviews form and either Approves or Denies the customers submission.

    If approved...AutoResponder 3 is sent to Bill for processing and AutoResponder 3a is sent to the customer letting them know it's been approved and is processing.

    If denied...AutoResponder 3b is sent to the customer letting them know it was denied, and provides the {edit_link} so they can return to the form and make corrections. The AutoResponder 3c is sent to the Salesman. AutoResponder 3c tells the Salesman to contact their customer and if the customer is able to 'fix' what's missing, they have the {edit_link} in their email, so they can return to the form and fix.

    I've tested the form and the next step I need help with is resending AutoResponder 3c after each time the customer edits the form; letting the salesman know they need to review/approve/deny again. So, how do I accomplish this?

  • roneet
    Replied on June 8, 2020 at 1:26 PM

    May we know which field is the customer editing? Based on the field which the customer editing you can send the 3c. Autoresponse email.

    So do you have any further steps that you want to configure in the form?

    Looking forward to your response.

    Thanks.

  • lritter
    Replied on June 8, 2020 at 1:41 PM

    I've added two lists showing the fields the customer should and should not see and the fields the salesman should and should not see. 

    1.    Customer clicks link and completes and submits the form.

    a.    Customer fields:

                                                      i.    Page 2

    1.    Company Name

    2.    Your Name

    3.    Your Email

    4.    Your Phone

    5.    Hidden field: Customer Unique ID

                                                    ii.    Page 3

    1.    All fields in the Infinite List Widget

                                                   iii.    Page 4

    1.    Upload files

                                                   iv.    Page 5

    1.    Betco Sales Representative (First and Last Name)

    2.    Betco Sales Representative Email

    3.    Hidden field: Salesman Unique ID

    4.    Hidden field: Unit Count

    5.    Hidden field: Rewards Amt.

    6.    Hidden field: Approve?

    7.    Hidden field: [Paragraph, “If you have selected…”]

    8.    Hidden field: Explain your reason or denial here

    9.    Hidden field: Get Form Page URL Widget

    2.    Notification 1 is sent to me (Admin)

    3.    AutoResponder 1 is sent to the customer confirming their submission

    4.    AutoResponder 2 is sent to the Salesman with link to edit submission

    5.    Salesman clicks edit submission link.

    a.    Salesman fields.

                                                      i.    Page 2

    1.    Company Name

    2.    Your Name

    3.    Your Email

    4.    Your Phone

    5.    Hidden field: Customer Unique ID

                                                    ii.    Page 3

    1.    All fields in the Infinite List Widget

                                                   iii.    Page 4

    1.    Upload files

                                                   iv.    Page 5

    1.    Betco Sales Representative (First and Last Name)

    2.    Betco Sales Representative Email

    3.    Hidden field: Salesman Unique ID

    4.    Unit Count

    5.    Rewards Amt.

    6.    Approve?

    7.    Hidden field ONLY if Salesman selects ‘Denied’: [Paragraph, “If you have selected…”]

    8.    Hidden field ONLY if Salesman selects ‘Denied’: Explain your reason or denial here

    9.    Hidden field: Get Form Page URL Widget

    6.    If approved...AutoResponder 3 is sent to Bill for processing and AutoResponder 3a is sent to the customer letting them know it's been approved and is processing.

    7.    If denied...AutoResponder 3b is sent to the customer letting them know it was denied, and provides the {edit_link} so they can return to the form and make corrections. The AutoResponder 3c is sent to the Salesman. AutoResponder 3c tells the Salesman to contact their customer and if the customer is able to 'fix' what's missing, they have the {edit_link} in their email, so they can return to the form and fix. They should be able to see or not see the exact same fields as outlined above under Customer fields.

    8.    I've tested the form and the next step I need help with is resending AutoResponder 3c after each time the customer edits the form; letting the salesman know they need to review/approve/deny again. So, how do I accomplish this?

  • Mike
    Replied on June 8, 2020 at 5:37 PM

    8. I've tested the form and the next step I need help with is resending AutoResponder 3c after each time the customer edits the form; letting the salesman know they need to review/approve/deny again. So, how do I accomplish this?

    You will need to enable the 'Send on Edit' option of the Email Autoresponder. This should allow the email sending after submission edit.

    Workflow   control what different entities see when creating a workflow Screenshot 30

    So the following condition should trigger.

    Workflow   control what different entities see when creating a workflow Screenshot 41

  • lritter
    Replied on June 9, 2020 at 9:13 AM

    I'm sorry to report, this didn't work.

  • Richie JotForm Support
    Replied on June 9, 2020 at 10:59 AM

    I have checked your form conditions and it seems to be working as expected.

    It may seem that the conditions are not triggered.

    Kindly try to change your clear hidden settings.

    Go to Settings>Form Settings>Clear Hidden Field Values and set it to Don't Clear

    Workflow   control what different entities see when creating a workflow. Image 10

    Please give it a try and let us know if the issue still remains.

  • lritter
    Replied on June 9, 2020 at 1:22 PM

    This helped get me closer. 

    AutoResponder 3c is sending duplicate emails to the salesman.

    The customer returns to edit, upon receiving AutoResponder 3b, but they see notes to the salesman which should be hidden. In fact, if we could hide all of page 5 - when the customer edits the submission, that would work well. 

    Once the customer edits and submits, they are receiving AutoResponder 3b again, which is confusing. I want them to only receive AutoResponder 1 because this starts the workflow from the beginning again. 

    Also, once the customer edits and submits, the salesman receives AutoResponder 3c again, which is confusing. Plus, the system is sending duplicate emails to the salesman. I want them to only receive AutoResponder 2.

    I need the workflow to loop if the salesman denies approval.

    Also, I created a Customer Unique ID and a Salesman Unique ID. No one has mentioned that these could be used to make sure the customer and salesman only sees what they should see respectively. 


     

  • Richie JotForm Support
    Replied on June 9, 2020 at 3:10 PM

    Do note that when you enable the send on Edit, every time the submission is edited an email is sent.

    Please make sure you have enabled it on autoresponder 3C only.

    Please check again and let us know how it goes.


  • lritter
    Replied on June 9, 2020 at 5:17 PM

    This did not help.

    Now, with making the changes you suggested, the Customer did NOT get AutoResponder 3b with edit link and the salesman still got 2 copies of AutoResponder 3c. 

  • Mike
    Replied on June 9, 2020 at 7:06 PM

    You will probably need to use a more complicated configuration to achieve your goal.

    For example, you can use customized submission edit links, like:

    https://www.jotform.com/edit/{id}?client

    https://www.jotform.com/edit/{id}?salesman

    https://www.jotform.com/edit/{id}?updated

    So you will be able to use added keywords in conditional logic, like this:

    Workflow   control what different entities see when creating a workflow Screenshot 20


  • lritter
    Replied on June 10, 2020 at 10:04 AM

    Can you assist me with the links? Do they look like this? I'm not sure I've got this right.

    https://www.jotform.com/edit/201332133415136/{id}?customerUnique={customerUnique}

    https://www.jotform.com/edit/201332133415136/{id}?salesmanUnique={salesmanUnique}

    https://www.jotform.com/edit/201332133415136/{id}?updated={updated}

  • Patrick_R
    Replied on June 10, 2020 at 11:33 AM

    Hi! Every form submission has an edit link (that is also sent in the notifications emails). The link format looks like this: https://www.jotform.com/edit/{unique-submission-id}

    Note: Edit Submission links do not have Form IDs, these links only have unique Submission IDs.

    If you're implementing my colleague (Mike's) solution, then you don't have to use ?updated={updated}, ?salesmanUnique={salesmanUnique} or ?customerUnique={customerUnique} in your Edit URLs.

    Links that he provided along with an example "Change E-mail Recipient" condition should be enough:
    1. https://www.jotform.com/edit/{id}?client
    2. https://www.jotform.com/edit/{id}?salesman
    3. https://www.jotform.com/edit/{id}?updated

    Note: Here, {id} refers to the unique Submission ID.

    In the above links, our workflow will look up for the words like "client", "salesman" and "updated" and the email conditions that we implement will use these words to determine which party is actually viewing the Form.

    So, based on these words, the condition will work. Mike's condition says: IF "Get Page URL" CONTAINS THE VALUE "updated" THEN SEND "Autoresponder 3c" TO "salesman@example.com"

    Note: You'll need to create two more conditions like the one above for "client" and "salesman" too so that your workflow could send the emails accordingly (if you haven't already).

    I hope this makes sense. If you have any doubts or questions, feel free to ask.

  • lritter
    Replied on June 15, 2020 at 2:24 PM

    To see if I did this right, I edited AutoResponder 1: To Betco RM - Your Customer's Submission Requires Your Approval.

    Body copy: 

    {betcoSales405},

    {yourName}'s submission requires your review and approval within 24-72 hours. 

    Please click Review Form to enter your approval or denial for {unitCount} units reported sold.

    Upon your submission, the customer will receive an auto-notification; telling them their submission has been approved or denied.

    Denied submissions will require a follow up call with your customer.

    The words Review Form are a hyperlink to: https://www.jotform.com/edit/{id}?salesman, but it's not working. When I test the email and click on Review Form, I get an error message.

  • Mike
    Replied on June 15, 2020 at 4:15 PM

    The https://www.jotform.com/edit/{id}?salesman link looks valid in general.

    Workflow   control what different entities see when creating a workflow Screenshot 20

    However, I do not see these changes in the Autoresponder 2: To Betco RM - Your Customer's Submission Requires Your Approval.

    You may add the modified edit link(s) and condition(s) back so we will be able to take a look.

  • lritter
    Replied on June 15, 2020 at 4:23 PM

    I've since added the link to the Autoresponder 2 and it's working. 

    I felt like I had somewhat start from scratch with the settings. For reasons I can figure out, when the salesman approves the form, the Autoresponder 3 will not send, but the Autoresponder 3a sends fine?

    1592252517Settings1 Screenshot 10

  • Mike
    Replied on June 15, 2020 at 6:05 PM

    It seems to be caused by disabled 'Send on Edit' option for the Autoresponder 3.

    Workflow   control what different entities see when creating a workflow Screenshot 20

    Please kindly check this again.

  • lritter
    Replied on June 22, 2020 at 1:49 PM

    Hi, 

    The Edit Submission link in this Autoresponder 3b: To Customer - With Regret. Your Submission is Deniedis: https://www.jotform.com/edit/{id}?customer

    When the customer clicks on this link and revisits the form, how can I hide all of the fields on page 5 except the submit button. 

    Once the customer resubmits the form, I want the workflow to start over, e.g., Autoresponder 1: To Customer - Your Submission is Routing for Approval

    Autoresponder 2: To Betco RM - Your Customer's Submission Requires Your Approval.

    I need this continual loop until the saleman approves the submission, upon which the following will be emailed:

    Autoresponder 3: To Bill Beery for Processing...

    Autorespoinder 3A: To Customer Congratulations....

    thus ending the workflow

     

  • Mike
    Replied on June 22, 2020 at 3:39 PM

    Here is a cloned version of your form with modified conditions:

    https://form.jotform.com/201735945631962

    You may clone it to your account and test to see if it is working as expected. Note that when you use the edit links while being logged in to your account, you can see the hidden fields, so to test the form as a regular user, make sure to use the incognito browser windows to open the edit links.

  • lritter
    Replied on June 22, 2020 at 7:46 PM

    YOU ARE AWESOME!!!! It works perfectly now. Thank you, thank you Mike!