Pre-filling and Sending for Signatures

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    Asked on February 01, 2021 at 03:12 PM

    Our school has one jotform account. I have created a form that needs to be pre-filled first by the appropriate person, and then send for a signature, to be returned back to the person who pre-filled it. The problem is, that each person that pre-filled the form does not have an account on jotform, and therefore needs a universal link to the pre-filled form, to adjust and then send to the person who's signature we need.

    I know there is a direct link for prepopulating forms, however, you need to have an account to access the form, and we only have one account under one person.

    For example:

    There are 5 counselors at our school. The form has a drop down menu to allocate what academy the student falls into and that form will be emailed back directly to the counselor assigned to that academy on the form.

    However, those 5 counselors do not have an account with jotform. Yet they have to prefill a form for each student and then send it to the parent for signatures. Therefore, is there a way to create a universal like per se that can be pre-filled first and then sent to the parent to sign without having a jotform account?

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    Answered on February 01, 2021 at 09:01 PM

    Hello there,

    Thank you for contacting support.

    To assist you correctly, could you please confirm if the flow of activities below is correct?

    1. Form is filled (Who will fill form first?)
    2. Form is sent to chosen Counselor
    3. Counselor fills form and form is sent to parents
    4. Parents will fill form then form is sent back to Counselor

    We look forward to your reply.

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    Answered on February 02, 2021 at 07:47 AM

    The correct order is:

    1. Counselor prefills form specific to a student.
    2. Counselor sends pre-filled form specific to their child to parent.
    3. Parent chooses on form what counselor the form will be sent to (or if this can be prefilled by counselor as well, that would work to), and signs form.
    4. When parent hits submit, form is sent to counselor for saving/printing.

    I hope that makes more sense.

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    Answered on February 02, 2021 at 09:07 AM


    With the scenario above, it is possible through emails. notifying the intended recipient before or after a submission gets approved/denied.

    You might want to look at our documentation regarding general approach on building an approval process workflow

    Related guide:

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