Creating Workflow with 2 Approvals / Varying Recipients

  • Profile Image
    DOFinance
    Asked on December 01, 2020 at 12:56 PM

    Hello, I am attempting to create a travel approval worksheet here: https://www.jotform.com/build/203355036286151

    In this worksheet, there are 3 sections: (1) the requestor, who fills out the form, (2) the supervisor, who approves the form, and (3) the finance team, who approves the form.

    I am having difficulty building the workflow. I would like that:

    STEP 1:When the requestor submits the form (page 1), he/she receives an autoresponder notification email with a copy of their submission, while the supervisor (approver #1) receives an email notifying them of required approval action. This first approval email should be directed to the email address entered in the form field {Supervisor E-mail}.

    STEP 2: When the supervisor signs the form (page 2), he/she receives an autoresponder notification email with a copy of their submission, while the finance team receives an email notifying them of required approval action. This finance team approval email will not change - unlike the supervisor email - and will always be the same address.

    STEP 3: When the finance team signs the form (page 3), he/she receives an autoresponder notification email with a copy of their submission, and the requestor and supervisor receive a copy as well.

    Can you please help me understand how to build in this logic?

  • Profile Image
    Cecile_A
    Answered on December 03, 2020 at 08:32 PM

    Hi there,

    Thank you for your patience.

    I cloned you form and I was able to come up with the workflow that you require.

    Please note:

    *The Supervisor page should not be accessible to Finance and Requestor.

    So, we will add a short text field for the supervisor password. Then, we will create a condition that will only show fields for Supervisor's page if the entered supervisor password is correct.

    Condition:

    1607042872_5fc987384dafa_12.png

    Guide: https://www.jotform.com/help/316-how-to-show-or-hide-fields-base-on-user-s-answer

    Result:

    1607043269_5fc988c55812b_10.gif

    *The Finance page should not be accessible to the Supervisor and Requestor as well.

    So, we will follow the same process done with the Supervisor page.

    Add a short text field for the finance password. Then, we will create a condition that will only show fields for Finance page if the entered finance password is correct.

    Condition:

    1607043643_5fc98a3b357e8_13.png

    Guide: https://www.jotform.com/help/316-how-to-show-or-hide-fields-base-on-user-s-answer

    Result:

    1607043911_5fc98b478c888_11.gif

    To stop the form from hinting password like the one below.

    1607044026_5fc98bba57920_8.gif

    Go to Settings -> Form Settings -> Set Allow Browser AutoComplete to No

    1607044041_5fc98bc97d5c1_14.png


    Now, we will proceed with setting our emails.

    STEP 1:When the requestor submits the form (page 1), he/she receives an autoresponder notification email with a copy of their submission, while the supervisor (approver #1) receives an email notifying them of required approval action. This first approval email should be directed to the email address entered in the form field {Supervisor E-mail}.

    For this requirement, we will have to create two autoresponder emails. Requestor's Copy will be sent to the requestor and Supervisor's Copy will be sent to supervisor and will have an edit link to allow him/her to edit the submission.

    1607044166_5fc98c46f39b2_15.png

    Guide: https://www.jotform.com/help/26-setting-up-an-autoresponder-email

    Then, we will add the condition below:

    1607044250_5fc98c9a2cac6_16.png

    Guide: https://www.jotform.com/help/167-how-to-send-email-based-on-user-s-answer#:~:text=2.,to%20create%20an%20email%20condition.

    STEP 2: When the supervisor signs the form (page 2), he/she receives an autoresponder notification email with a copy of their submission, while the finance team receives an email notifying them of required approval action. This finance team approval email will not change - unlike the supervisor email - and will always be the same address.

    Add a notification email for finance.

    1607044458_5fc98d6a1f92d_17.png

    Guide: https://www.jotform.com/help/25-setting-up-email-notifications

    Add the condition below:

    1607044586_5fc98deab2e3a_18.png

    Guide: https://www.jotform.com/help/167-how-to-send-email-based-on-user-s-answer#:~:text=2.,to%20create%20an%20email%20condition.

    STEP 3: When the finance team signs the form (page 3), he/she receives an autoresponder notification email with a copy of their submission, and the requestor and supervisor receive a copy as well.

    Add the condition below:

    1607045178_5fc9903a51fec_20.png

    Feel free to clone my form: https://form.jotform.com/203377715863968

    Guide: https://www.jotform.com/help/42-how-to-clone-an-existing-form-from-a-url

    Let us know if this fits your requirement. Thank you.

  • Profile Image
    DOFinance
    Answered on December 07, 2020 at 05:43 PM

    AMAZING! This has been so helpful. Thank you!