Approval Workflow: Emails are not triggering as per the workflow

ACSBritex
Asked on September 22, 2020 at 09:39 AM

Hello. Most of the forms I have created will be sent to one person to approve the form from each employee that uses it. Then once that person approves the employees form they send it to payroll@acsi.com.au as the main collector of the information.
We are finding when the approver sends the form to payroll@acsi.com.au they are not receiving it.
Also I have set up conditions for certain employees who dont have arto@britex.com as their boss. But they have sent in leave application forms and they haven't been sent to the person I have put in the condition to have the form sent to them should it be that particular employee. I put contains the persons email address to have the form sent to a different person.
Anyway can you please help me with both of these issues.
Thank you
Alicia

This is a re-post of a comment on How to Send Email Based on User's Answer
Roneet

Jotform Support

Answered on September 22, 2020 at 01:01 PM

I see there are a couple of forms in your account. Could you please let us know the form in question so that we can review the conditions on it.
Looking forward to your response.
Thanks.
Alicia Nowell
Answered on September 22, 2020 at 11:49 PM

Hi Roneet

The forms that I am referring to are ACS-F201 Leave application form, ACS-F205 Expense claim form and ACS-F206 Living Away from home allowance.

Would appreciate your assistance if I am not inputting them in the correct format. As we really need to have them sent to the manager first and then to payroll to confirm approval.

Thank you
Roneet

Jotform Support

Answered on September 23, 2020 at 03:20 AM

You may check this guide:
https://www.jotform.com/help/432-A-General-Approach-on-Building-an-Approval-Process-Workflow
You may set up an email without any condition that should be sent to the approver when the form is submitted first.
Create a default notification email: https://www.jotform.com/help/25-Setting-up-Email-Notifications
Next, with respect to a certain field that was filled by the approver, you may trigger the next email to the payroll@acsi.com.au to fill the rest of the form.
Also, I have set up conditions for certain employees who don't have arto@britex.com as their boss. But they have sent in leave application forms and they haven't been sent to the person I have put in the condition to have the form sent to them should it be that particular employee. I put contains the person's email address to have the form sent to a different person.
Could you please explain your requirement what you are trying to achieve?
Looking forward to your response.
Thanks.
Roneet

Jotform Support

Answered on September 23, 2020 at 03:20 AM

You may check this guide:
https://www.jotform.com/help/432-A-General-Approach-on-Building-an-Approval-Process-Workflow
You may set up an email without any condition that should be sent to the approver when the form is submitted first.
Create a default notification email: https://www.jotform.com/help/25-Setting-up-Email-Notifications
Next, with respect to a certain field that was filled by the approver, you may trigger the next email to the payroll@acsi.com.au to fill the rest of the form.
Also, I have set up conditions for certain employees who don't have arto@britex.com as their boss. But they have sent in leave application forms and they haven't been sent to the person I have put in the condition to have the form sent to them should it be that particular employee. I put contains the person's email address to have the form sent to a different person.
Could you please explain your requirement what you are trying to achieve?
Looking forward to your response.
Thanks.
ACSBritex
Answered on September 28, 2020 at 02:11 AM

Thank you for your response. For most of our forms they will be sent to payroll@acsi.com.au and arto@britex.com. But there are a number of employees who report to a different manager as their approver which could be the state manager or our COO and it doesn't need to go to arto@britex.com but to their managers email address. How do I do this?

I just need the form to be sent to payroll and forwarded to the second person instead of to Arto.

We had a timesheet today for britexqld@britexcarpetcare.com.au which was sent to payroll@acsi.com.au, michaels@britex.com(who is their boss) but it was also sent to arto@britex.com who is not their manager. How do I stop that from happening?

I have gone back into conditions for the Employee Timesheet and created a condition which says it goes to payroll@acsi.com.au and michaels@britex.com as the approver. Does that mean it will no longer be sent to arto@britex.com from now on?
Roneet

Jotform Support

Answered on September 28, 2020 at 04:08 AM

First, change the "Is Equal To" condition to "Contains":
I see you have included the email address arto@britex.com
In all the conditions so please remove the email address if you do not want the email to be sent to this address.
I see you have removed the email in the Employee Timesheet so this means that the email will not be sent to arto@britex.com
Thanks.
Alicia Nowell
Answered on September 28, 2020 at 04:28 AM

so even if under settings/emails I have Notification 1 as payroll@acsi.com.au, arto@britex.com. It wont be sent to him if I have set a condition for a specific employee email address to be sent to payroll@acsi.com.au and michaels@britex.com. His email address will be ignored in place of the condition set??
ACSBritex
Answered on September 28, 2020 at 04:31 AM

Also what if with some employees they need to have two approvers but not all. As in NSW we have a state manager so the employees form will go to them and arto@britex.com. But not for all employees.
jherwin
Answered on September 28, 2020 at 06:16 AM
So even if under settings/emails I have Notification 1 as payroll@acsi.com.au, arto@britex.com. It wont be sent to him if I have set a condition for a specific employee email address to be sent to payroll@acsi.com.au and michaels@britex.com. His email address will be ignored in place of the condition set?
- Yes, the recipient placed in the email notification will be ignored as long as the email condition is triggered.
Also what if with some employees they need to have two approvers but not all. As in NSW we have a state manager so the employees form will go to them and arto@britex.com. But not for all employees.
- If that is the case, you will need to create an email condition and use the "contains" option as well so that the email condition will trigger if a certain email is entered in the form.