Is it possible to send an automated email if a form has been approved after an admin check?

  • Profile Image
    Declynam
    Asked on February 04, 2021 at 11:24 AM

    Hi,

    We have set up a Jotform for our client (https://form.jotform.com/203214823101034). It's an application for a fund. They are wondering if it's possible to set up automated emails that they could send after they have checked the information received letting the user know that they had either been accepted or rejected for their application. We have set up extra columns in the back-end admin where they add their own comments and have a status.

    cheers

    dec

  • Profile Image
    Katherine_W
    Answered on February 04, 2021 at 03:31 PM

    Hi Dec,

    Happy to help!

    Would something like our General Approval Process Workflow work for you?

    Here's more information on it: A-General-Approach-on-Building-an-Approval-Process-Workflow 

    Could you please take a look at the guide above and let us know if this would be a viable solution for you?

  • Profile Image
    Declynam
    Answered on February 08, 2021 at 07:28 AM

    Thanks Katherine,

    One element we don't need is to to send the application form to another member of staff. All I need is for someone to login to the Submissions and Add the Approval Status (Approved or Denied). I have set up a test form here but when I change the status in the Submissions I never received any email (as the successful applicant). Can you let where I've gone wrong?

    https://form.jotform.com/210383129949058

  • Profile Image
    Gaetan_B
    Answered on February 08, 2021 at 07:57 AM

    Hello,

    I think that the way you are changing the status doesn't trigger the "edit" and thus the email doesn't get sent.

    Could you please try to create an approval workflow and let us know if that's better?

    1612789001_6021350954a69_

    Hope this helps.

    Do not hesitate to reach out if you need further assistance

  • Profile Image
    Declynam
    Answered on February 08, 2021 at 08:26 AM

    Hi,

    I haven't seen this before. When I click in it seems to be already set up? What do I need to do to enable this process? How would my client approve or deny?

    cheers

    dec

  • Profile Image
    Zahra_S
    Answered on February 08, 2021 at 08:53 AM

    Hi there!

    Please allow me some time to create a workflow for you.

    I will get back to you soon.

  • Profile Image
    Zahra_S
    Answered on February 08, 2021 at 09:46 AM

    While testing the workaround for your form, I realized that using Approval Flows is not ideal for this situation because then the Admin will have to put encryption key for each submission he approves and denies. It will be a time taking process.

    We have another way to trigger the emails when admin updates his status. It can be done by setting up a condition to send an email every time a form is submitted using the edit link.

    Whenever we edit a submission, it has 'edit' in the link.

    1612794161_6021493152f33_

    Related Guide: how-to-edit-submissions-made-on-your-forms

    The idea is to allow the Admin to Edit submission by following the above guide. We can create a condition to show the Admin area when the form is being edited. After the admin reviews and updated his status, he can submit the form again and that will trigger an email to the user.

    Step:1 Please add a Get Form Page URL Widget in your form.

    1612794519_60214a97b2210_

    Step:2 Please follow this guide to show fields on edit URL by creating a Show/Hide Field condition.

    Guide: how-to-show-or-hide-fields-on-edit-url

    1612794734_60214b6e587b5_

    Step:3 Please create an Autoresponder Email you want to send to the user. You can edit the template of the email.

    Guide: how-to-edit-the-email-template-for-notifications-and-autoresponders

    Step:4 Now, we will create a Change Email Recipient condition to trigger an email every time the form is submitted with edit URL.

    1612795080_60214cc8a9206_

    Related Guide: how-to-send-email-based-on-users-answer

    I hope this helps. Feel free to contact us if you need further assistance.

  • Profile Image
    Declynam
    Answered on February 08, 2021 at 10:50 AM

    Thanks,

    This looks a bit convoluted for my client. Is it possible to do this without them having to receive an email? I was hoping they could simply update the status under Submissions and this would trigger one of the 2 auto-responders. They are comfortable logging into the admin so I was hoping when they had checked the information they could simply update the status and they would be done. Is this possible?

  • Profile Image
    Gaetan_B
    Answered on February 08, 2021 at 12:12 PM

    Hello,

    To not have the email being sent to any of your approvers, you can disable the Send on edit in the Advanced tab of the autoresponder.

    1612804291_602170c375ee5_


    Regarding the convoluted method, unfortunately, without the email, the edit link won't be detected and nothing will be triggered, so this is a necessity.


    Hope this helps.

    Do not hesitate to reach out if you need further assistance