Inquiry for Educational Institution

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    Eva 
    Asked on February 17, 2021 at 12:20 PM

    Good morning,

    I am part of a committee at Chaffey College that is investigating Formstack, Dynamic Forms, and other like solutions. Several of us like Jotform and hoping you could answer some questions as we consider a campus-wide solution. I would appreciate a prompt response from your education team, as we have a fast-approaching deadline for our funding.

    Thank you,

    Eva Ramirez

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    Cecile_A
    Answered on February 17, 2021 at 03:48 PM

    Hello Eva,

    Thank you for contacting support.

    You can ask questions to us and we'll be glad to answer them. We are here 24/7 to support and assist you with any request.

    We look forward to your response.


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    eramirez0730
    Answered on February 17, 2021 at 04:11 PM
    · Is there a way/setting/permission level that will allow a user to make changes to a form that has been approved/signed? By way of example: Form X is generated by a department, and must be reviewed/signed/approved by 3 individuals before it is sent to its final destination in Accounting. While Accounting is process is processing Form X, they notice that some of the information on the form is incorrect and need to make a change. Is it possible to set up a form with workflow that will allow accounting to make a change once the workflow has been completed?
    · Is it possible to prohibit all signers from receiving a copy of a fully signed document at the completion of a signature workflow? Example: For John Doe's employee evaluation process, we would like to set up a workflow so that each member of Mr. Doe's employee evaluation can sign the evaluation packet before it goes to the employee, BUT we do not want each member of the evaluation committee to receive a fully executed copy of Mr. Doe's evaluation at the end of the signature process. Is this possible?
    * Scanned Forms – how easy is it to take a form that we already have in PDF, Excel, Word, etc. and use it as a template for creating something in Jotform?
    * Signatures – is it possible to assign delegates, or some type of signature group? For example, if my boss needs to sign but he is out of the office, can he delegate me or others to get the notification and sign for him?
    Eva Ramirez
    Executive Assistant
    Office of the Superintendent/President
    909-652-6101
    [CollegeLogoNoBackgroundSMALL]
    5885 Haven Avenue
    Rancho Cucamonga, CA 91737
    ...
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    Cecile_A
    Answered on February 17, 2021 at 07:04 PM

    (1) Is there a way/setting/permission level that will allow a user to make changes to a form that has been approved/signed? By way of example: Form X is generated by a department, and must be reviewed/signed/approved by 3 individuals before it is sent to its final destination in Accounting. While Accounting is process is processing Form X, they notice that some of the information on the form is incorrect and need to make a change. Is it possible to set up a form with workflow that will allow accounting to make a change once the workflow has been completed?

    Yes, this is possible as long as you have provided Accounting an edit link. You can add the edit link in the email sent to Accounting. See guide below to know how.

    Guide: How-to-let-users-update-their-form-submissions-at-a-later-date

    Related Guide: A-general-approach-on-building-an-approval-process-workflow

    (2)Is it possible to prohibit all signers from receiving a copy of a fully signed document at the completion of a signature workflow? Example: For John Doe's employee evaluation process, we would like to set up a workflow so that each member of Mr. Doe's employee evaluation can sign the evaluation packet before it goes to the employee, BUT we do not want each member of the evaluation committee to receive a fully executed copy of Mr. Doe's evaluation at the end of the signature process. Is this possible?

    This is possible. You can edit the email that each members are sent. You can create different PDF via PDF editor for each member and attach it accordingly to emails.

    Guides:

    Setting-up-an-autoresponder-email

    Setting-up-email-notifications

    How-to-customize-pdf-submissions-report

    How-to-include-submissions-as-pdf-attachment-in-the-email-notifications

    (3) Scanned Forms – how easy is it to take a form that we already have in PDF, Excel, Word, etc. and use it as a template for creating something in Jotform?

    You can import your PDF with SmartPDF forms. Keep in mind that the online form will not look the same as the imported file. Our system will try its best to fetch and clone the form fields in your existing PDF form.

    Guide: How-can-i-import-my-own-pdf-with-smart-pdf-forms

    (4) Signatures – is it possible to assign delegates, or some type of signature group? For example, if my boss needs to sign but he is out of the office, can he delegate me or others to get the notification and sign for him?

    You can add multiple recipients to email.

    Guide:Send-notifications-to-multiple-recipients

    You can have the option to change the recipients of email containing the edit link of the form by creating a condition as well.

    Guide: How-to-send-email-based-on-users-answer

    Should you have further inquiries, kindly let us know.

    Thank you.