Duplicate emails with approval workflow; workflow process not working properly

  • melissa.worley
    Asked on June 19, 2020 at 4:07 PM

    Process should be as follows: Vendor submits report, PM receives submission, edits to approve/deny/require edit. Approve and deny process works great. Require edit breaks down. First part, when PM chooses Edit Required, the Vendor gets an email telling them what the problem is and that they need to edit. When the Vendor edits the submission, I would like for the PM approval part to be hidden and for the approval process to start over, but I don't know how to make it do that. The way it is now, when the Vendor edits and submits again, the PM Approval is still there showing Edit Required, so the Vendor gets a duplicate of the "Edit Required" email. Is there any way to keep that from happening? 

  • Amin JotForm Support
    Replied on June 19, 2020 at 6:00 PM

    You can create separate conditions for the start-over process.

    For example, you can:

    - Create a condition that states if form URL includes "startover", hide the PM approval part. Same thing for email conditions.

    - The edit link with the keyword "startover" shall be included/embedded in the auto-responder email sent upon the "edit required" status.

    Please give it a try and let us know how it goes.

  • melissa.worley
    Replied on June 20, 2020 at 9:28 AM
    That didn't work. Please take a look at my conditions. I need the approval
    field to either be hidden or revert to unanswered in order to keep the
    submitter from getting another "Edit Requried" email.
    In addition, every time the form is edited, no matter who is editing it,
    either the PM (approver) or the Sub (submitter) gets duplicate emails of
    new submissions, edit required, or something.
    https://www.jotform.com/build/201604882121042/settings/conditions

    Sincerely
    *Melissa Worley* / Office Manager
    melissa.worley@v1fiber.com
    mobile: 828.400.9944 <+8284009944>
    *V1 Fiber*
    office: 828.299.0808 <+8282990808>
    120 South Park Dr. Suite 406
    Mooresville, NC 28117
    v1fiber.com
    ***Please update your contacts to reflect my new email address***
    ...
  • Amin JotForm Support
    Replied on June 20, 2020 at 10:57 AM

    1. Please add the condition below that indicates when edit link includes this value, the said field must be hidden:

    1592664576Screenshot 2020 06 20 The Easi Screenshot 10

    2. Since form URL in point 1 must have the keyword "edit" as well, please change the value below to be "anything" just to differentiate between the two conditions and to avoid conflict:  

    1592664800Screenshot 2020 06 20 The Easi Screenshot 21

    Please give it a try and let us know how it goes.