I want specific team members to be able to review the results of completed forms

DougSk
Asked on June 15, 2020 at 11:42 AM

I want specific team members to be able to review the results of completed forms. How do I give them access to the results? Assign forms (they are not filling the forms repeatedly but rather looking at the results and handling them accordingly), email forms? Some forms have HIPPA protection if that changes things?

This is a re-post of a comment on Adding assignees to your form
Vincent

Jotform Support

Answered on June 15, 2020 at 01:03 PM

Please try updating the Assign Form Settings and enable the Submit & Edit Later option.

Here's a screenshot guide that you can check:

1. Open the Assign Form Settings.

2. In the Settings page, update the Permissions Section and choose the Submit and Edit Later.

Let us know if you need further help. Thank you.
DougSk
Answered on June 15, 2020 at 02:07 PM

To be clear, I want the TEAM MEMBER to see if the form was completed by someone else. If not they can call them to see if they can complete the form. Also, if the TEAM MEMBER can see the results, they can call the person who completed the JOT FORM and answer any questions. For instance, the Jot Form says "Would you like a call from our team the next business day?" I want a TEAM MEMBER to be able to see the reply and respond accordingly.

THX
Vincent

Jotform Support

Answered on June 15, 2020 at 03:41 PM

To be clear, I want the TEAM MEMBER to see if the form was completed by someone else.

I checked your account and it is HIPAA compliant.

How about the notification email? You can add multiple email addresses to it and they will receive an email alert whenever someone submits to the form.

https://www.jotform.com/help/25-Setting-up-Email-Notifications

https://www.jotform.com/help/39-Send-Notifications-to-Multiple-Recipients

As for HIPAA compliant, you can unprotect some form fields you want to show to your Team member that will be receiving email notifications. So, they can call or reply to the user if needed. Here's a guide on how to set PHI fields:

https://www.jotform.com/help/518-How-to-set-PHI-fields-on-your-forms

Just to confirm, is the team member have access to your Jotform account?
DougSk
Answered on June 15, 2020 at 09:38 PM

Thank you for your suggestions. No, they don't, I am trying to picture the process. From a HIPPA standpoint, I have used the strategy you mentioned to un-protect info that is not health care information already and that does help. Also I have experimented with the email notification with my wife just to see how it works - it does.

Do you think that providing a TEAM MEMBER with my login and password might be the best option? If so do I buy a license for them also? They wont be writing the surveys, just helping make phone calls on folks who have yet to complete them.

I am grateful and impressed with how useful your support team has been. I hope the "to be clear" was not miss-interpreted.

THX
Elton

Jotform Support

Answered on June 16, 2020 at 02:57 AM

We don't recommend sharing your log in credentials but it is really up to your discretion. Unfortunately, only the form owner could see the status of the user's submissions so your team member would really need to have access to your account before they could see the submissions. Using a separate account I believe won't help.

How about sharing your form submissions page to your team member? Guide: How to Share Form's Submissions Page. Then send them the list of assignees so they can manually review if the assignees email exist on the submissions. I'm not sure if you'd prefer this but I think it would help. :)

Let us know if you have further questions.