Creating workflow

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    Drew 
    Asked on January 05, 2021 at 01:35 PM

    Hi,


    i'm working on a project for a client with COVID testing facilities. They currently use Formstack to collect registration data, schedule the appointment, and charge the patient. After the appointment they have a workflow set up in Formstack so they can mark the result of the test as positive or negative and send an email notification to the patient automatically.

    I poked around in Jotform a little bit and was satisfied with the ability to collect data, signature, schedule appointments, and charge the patient. I wasn't quite sure about a result notification workflow and if this would be easily achievable with the platform.

    As of now, if Jotform can deliver that data it would become our choice solution, but we want to make sure it is possible before making a jump. If you could point to any examples or give me a brief rundown of how that could be achieved it would be great.

    The clients are not very technical. I can handle setting up the form, but the ability to provide a positive or negative result would have to be as simple as possible for them.

    Thanks,

    Drew


  • Profile Image
    Jovanne_A
    Answered on January 05, 2021 at 04:20 PM

    Hi Drew, thank you for contacting Jotform support.

    Jotform has a process approval workflow that will allow you to initiate approval workflows with their forms. You can refer to this guide for more information:

    Guide: a-general-approach-on-building-an-approval-process-workflow

    I hope this helps. Let us know if you have further questions.

  • Profile Image
    Drew 
    Answered on January 14, 2021 at 11:55 AM
    We've decided to go ahead with Jotform and we're wetting up our forms now
    but I have a few questions. I'd like to set up a result workflow and
    followed the steps above. I've got the results hiding and showing
    correctly, but I can't find a way to bypass our payment and scheduling when
    the doctor goes in to add a result.
    I tried hiding all the other fields aside from submit, but the next or
    submit button does not show up. If I leave the other fields visible it
    tried to make the doctor pay again. Is there a workaround?
    Additionally, on the first page of the form, is there any way to give me
    control of the formatting in the "waiver and release" and "consent and
    representation" areas. We'd like to add links that open in new tabs and
    create line breaks.
    You can view the form here https://form.jotform.com/210133636357047

    Thank you.
    ...
  • Profile Image
    Sonnyfer
    Answered on January 14, 2021 at 02:46 PM

    Hello Drew - Thanks for the additional information.

    We do have a workflow feature that is user-friendly and might be a good help in achieving your requirement.

    1610653392_60009ed036770_

    However, I noticed that you're only using a guest account when you created your form. To avoid losing it, please consider signing up.

    Note that the Approval Flows feature isn't available yet to all users but will be happy to enable it on your account once created.

    I have moved your additional question on the following ticket to avoid confusion. Kindly wait for my response here.

  • Profile Image
    Drew 
    Answered on January 14, 2021 at 07:11 PM
    I'm actually signed into my client's account using the Silver plan. I don't
    see an option for approval flows. My client's account is under username
    Arriviello with the email rich@chapelhealth.com
    ...
  • Profile Image
    Sonnyfer
    Answered on January 14, 2021 at 08:27 PM

    I've activated the Approval Flows on your client's account. Please give it a try and let us know how can we assist you further.

  • Profile Image
    Drew 
    Answered on January 15, 2021 at 09:22 AM
    I love this feature. I've got a few questions though.
    I'm having trouble changing the approver email. I've manually entered one
    and I created a static field on the form to reference in the hopes that
    would work, but no luck. It appears to always send to the account email.
    Also, I'm having trouble with my form all of a sudden. You can complete the
    form and we receive a notification that it's been completed, but the
    appointment scheduler on page 2 is having issues. After filling out the
    whole form it tells you your appointment time is no longer available.
    ...
  • Profile Image
    Sara_G
    Answered on January 15, 2021 at 10:13 AM

    Hi,

    With regards to creating an approval workflow, please check also this link: https://www.jotform.com/blog/how-to-create-an-approval-workflow-for-jotform/
    To better identify your issues, please share with us the URL of the forms you refer to? Please check this link: https://www.jotform.com/help/401-where-to-find-my-form-url

    We will await for your response.
    Thanks.

  • Profile Image
    Drew 
    Answered on January 15, 2021 at 12:00 PM
    The form URL: https://form.jotform.com/210133636357047
    I would like to use the "Approval Flows" under the form settings rather
    than adding on an additional service. It looks like I have it set up, but I
    cannot change the approval email from rich@chapelhealth.com.
    Additionally, the appointment scheduler is creating an error on my form.

    ...
  • Profile Image
    FelipeSantana
    Answered on January 15, 2021 at 02:48 PM

    Hello Drew,

    Thank you for sharing the form URL.

    I checked the Approval Flow of the form and I can see that the "Approver" email recipient is set to the form field "Result Email" which has the email rich@chapelhealth.com as a value. That is why the approver email is sending there.

    If you want to change the recipient, all you need to do is access the Approval Flows builder and edit the approval properties. There you will be able to change the recipient email and also customize the email that is sent to the approver.

    Here is a helpful screen recording for assistance:

    1610740060_6001f15c3f2da_

    As for the issue caused by the appointment field, I have created a separate ticket for that question to avoid confusion among your two issues. We will address your second question via this link - https://www.jotform.com/answers/2827688

  • Profile Image
    Drew 
    Answered on January 15, 2021 at 02:55 PM
    The "Result Email" field does not have a value of "rich@chapelhealth.com"
    the value in that field is "chapelhealthtest@gmail.com". The reason I have
    it set to a field value is because it is not registering when I just input
    the test gmail as the approval email so I thought that might make it work.
    ...
  • Profile Image
    FelipeSantana
    Answered on January 15, 2021 at 03:02 PM

    You are right, my apologies for the mistake. It seems that rich@chapelhealth.com is actually the account's main email which is what caused the confusion for me.

    Anyway, you should be able to simply enter the recipient email for the approver as I've shown in the screen recording above and the emails should send. I tested this on a sample form of mine and I am able to receive the email in the email address in the recipient's box.

    Please give this a try and let us know if the same issue persists.

  • Profile Image
    Drew 
    Answered on January 15, 2021 at 03:11 PM
    I tried it using the field I created and just manually inputting the email.
    I still get the notification to rich@chapelhealth.com.
    I tried in the sidebar editor and the popup editor as shown.
    ...
  • Profile Image
    FelipeSantana
    Answered on January 15, 2021 at 03:38 PM

    I am checking the Approval Flows builder for your form and it seems you still have the "Result Email" as the recipient. I do not see any other emails entered into this section.

    I have now gone ahead and manually entered the Approver email as chapelhealthtest@gmail.com. Can you please test your form again and let us know if the email are still sending to the other email address?

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    Drew 
    Answered on January 15, 2021 at 03:44 PM
    It is still sending to rich@chapelhealth.com
    ...
  • Profile Image
    FelipeSantana
    Answered on January 15, 2021 at 04:07 PM

    Okay, I think I see the problem.

    It seems that you are using the "Test Email" button on the Approval Flows builder to test these emails, correct?

    If so, then do note that will only send the test email to the account email address, not the recipient entered in the recipient's box. When you hover over the "Test Email" button, it specifically states that. Here is a screenshot for your reference.

    1610744378_6002023af0a81_

    In order for the approver email to actually send to the correct recipient, you will need to submit the form from the Form URL in order to trigger this email.

    I did check our email logs and I can see that there are very many actual submission emails being sent to the recipient address chapelhealthtest@gmail.com. Here is a screenshot of one email that was sent just minutes ago. Notice that the correct email address is included in the To: section of the email

    1610744621_6002032d88ccd_

  • Profile Image
    Drew 
    Answered on January 15, 2021 at 04:33 PM
    I am getting those to my email, but I'm not receiving any approval workflow
    emails.
    ...
  • Profile Image
    Drew 
    Answered on January 15, 2021 at 04:55 PM
    I keep getting this issue. I believe that is what is preventing the
    approval emails from being sent.
    Also, is there a way to change the
    approval email buttons to positive and negative?

    Thank you again for all the help.
    ...
  • Profile Image
    Jovanne_A
    Answered on January 15, 2021 at 06:47 PM

    Hi Drew,

    As per checked on our email logs, approval workflow emails were sent to the email address chapelhealthtest@gmail.com. Please see attached:

    1610754109_6002283d5b670_6.png

    Could you please try to check for the email in your inbox or spam folder?

    Your next question will be answered on this thread https://www.jotform.com/answers/2828126 shortly to avoid confusion.

    Let us know if you have further questions.


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    Jovanne_A
    Answered on February 12, 2021 at 10:37 AM

    our approval flows have been entirely removed from the account. I really need this live ASAP.

    I have checked your form, and I see that the approval process workflow settings are still present on the form.

    1613144093_6026a01d2209b_6.png

    Are you perhaps working on a different form? If so, kindly provide us with the form URL so we can check.

    Please also share with us a screenshot of the page you see on your end.

    Guide: how-to-post-screenshots-to-our-support-forum

    We look forward to your response.