Creating Logic for Directing Form Submissions

  • Profile Image
    farmcreditIL
    Asked on March 04, 2021 at 11:21 AM

    We serve 60 counties in Illinois - divided up among 14 regional branch offices. Is there an easy way to create logic based on county selected from a drop down to direct the form results to the office that covers that county? We'd prefer not to have to create 60 different pieces of logic.

    Right now I am having these form submissions come to me in our marketing department, and I forward them to the right office. But I would prefer the results go directly to the right office.

    In the logic section, it would be ideal to select IF county is equal to and then select all the counties one of the offices covers (example Decatur covers Macon, DeWitt, Moultri counties) - but it only allow me to select one county per piece of logic. So I would have to do it 60 times instead of 14 pieces of logic.

    Hope you can help.

    Our office emails would be:

    1. decatur@farmcreditIL.com
    2. effingham@farmcreditIL.com
    3. highland@farmcreditIL.com
    4. jacksonville@farmcreditIL.com
    5. jerseyville@farmcreditIL.com
    6. lawrenceville@farmcreditIL.com
    7. mahomet@farmcreditIL.com
    8. marion@farmcreditIL.com
    9. mtvernon@farmcreditIL.com
    10. paris@farmcreditIL.com
    11. redbud@farmcreditIL.com
    12. sherman@farmcreditIL.com
    13. taylorville@farmcreditIL.com
    14. watseka@farmcreditIL.com
  • Profile Image
    VincentJay
    Answered on March 04, 2021 at 03:43 PM

    Hi,

    Are you referring to the notification email? It will send an email based on the user's answer. Is that correct?

    If yes, please confirm so we can guide you using the email condition. You will only need the Form ID and one condition to achieve this.

    Here's a related guide: https://www.jotform.com/help/167-how-to-send-email-based-on-users-answer

    We'll wait for your response. Thank you!

  • Profile Image
    farmcreditIL
    Answered on March 04, 2021 at 06:12 PM

    The logic with the notification email. I know how to do it. But we have 14 offices and each one covers between 4 to 7 counties. I want to have the logic direct form submissions to the email of that office based on county selected. But I wanted to find a simpler way than have 60 pieces of logic for our 60 counties. It will only let me select one county at a time. I cloned one of our active forms and started creating the logic and you can see what I mean.


    https://form.jotform.com/210625967833968

  • Profile Image
    VincentJay
    Answered on March 04, 2021 at 07:52 PM

    Thank you for providing more details on what you're trying to create.

    Unfortunately, you need to do this manually. There's no easy workaround as I check your form.

    However, you can try adding value to the county and pass it to the Form Calculation widget.

    1614904610_60417d228370a_bss361ff.gif

    Here's what the email condition looks like:

    1614905401_60418039098cf_ava531fs.png

    Here are some related guides:

    https://www.jotform.com/help/301-how-to-assign-calculation-value

    https://www.jotform.com/help/259-how-to-perform-form-calculation-using-a-widget





  • Profile Image
    farmcreditIL
    Answered on March 05, 2021 at 11:02 AM

    Since I had already got half of them done, I went ahead and completed it without the calculation suggestion. However, when I tested it with Madison County (which should just go to jacksonville@farmcreditIL.com) - other offices received it as well. Can you please look at my form and tell me what is incorrect in my conditions?

    https://form.jotform.com/210625967833968

  • Profile Image
    farmcreditIL
    Answered on March 05, 2021 at 01:40 PM

    I meant Highland office should have received the email when Madison County was selected. I diabled all of these conditions, and assigned a value to each county in the Calculations. I'm not quite understanding how to pass the form widget on with the examples you gave.

  • Profile Image
    VincentJay
    Answered on March 05, 2021 at 03:40 PM

    Hi,

    I created a screencast video on how to pass the value of the County field to the widget.

    1614976455_604295c74a1c3_gfn457637.gif

    I also created a screencast on how to create email condition with the widget:

    1614976566_60429636ee03f_vsabs352.gif

    You can add multiple email recipients to the email condition. You just need to add "," and then the next email address.

    Sample:

    email_A@test.com, email_B@test.com, email_X@test.com

    Please give it a try and let us know if you need further help. Thank you!

  • Profile Image
    farmcreditIL
    Answered on March 08, 2021 at 12:47 PM

    I tested this on all 14 offices with one county and it seems to work well. Thank you. I have two questions:

    1. Autoresponder email to the person who filled out the form - can we hide "County Value"?
    2. I created another condition that if they checkmark "Rural Home & Country Living Loan" to send an email to rural1st@farmcreditIL.com. But I also want the office to still get the email submission. With the way I have it set up, it's sending two separate emails (one to the office and one to Rural1st) - any way to simplify that? The other option is we just forward it to the Rural 1st department when they checkmark that option.
    3. Finally, if I'd like to use the calculation with our offices and counties on other forms, do I have to recreate everything again? Is there any way to copy it to another form? Just anticipating for the future.

    Thanks again for your patience and your help.

    Brenda Williams

    Digital Engagement Manager, Farm Credit Illinois

  • Profile Image
    VincentJay
    Answered on March 08, 2021 at 02:31 PM

    #1 - Yes, that field can be hidden. It will still work with conditions.

    #2 - You need a separate email notification for (rural1st email). As for the office email, you need a new notification email too without condition associated with it. In this way, the office will receive all notification emails with or without conditions.

    #3 - You can clone forms by following any of these guides:

    https://www.jotform.com/help/27-how-to-clone-an-existing-form-from-your-account

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

    Please try it and let us know if you need further help. Thank you!

  • Profile Image
    farmcreditIL
    Answered on March 08, 2021 at 03:30 PM

    Hi VincentJay,

    1. I already hid the field "County value" on the public facing form. I was specifically asking about the autoresponder email - it's still showing there. How do I hide it? If I can.
    2. I did create a separate email notification for Rural 1st already. I'm not following your answer after that. It seems like the office would receive more than one email then. I may be overthinking it.
    3. I understand the cloning. So we have to clone the entire form, and then just rebuild the other fields for a new form and we can keep the logic. That makes sense.
  • Profile Image
    VincentJay
    Answered on March 08, 2021 at 04:55 PM

    #1 - Here's a screencast guide on how to remove the County Value to the autoresponder mail content:

    1615239826_60469a92f29ba_vsbs35.gif

    #2 - Here's a two notification with the separate condition:

    Create a new notification email for the Rural email:

    1615240352_60469ca073e0f_adava245.png

    Send it only based on the user's answer.

    1615240364_60469cac20bf0_vad252.png

    #3 - Unfortunately, cloning the form is the only way to copy the form fields and the conditions added to it. I suggest cloning it now before adding more form fields or before customizing the form further.