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    How to add Statuses to submissions

    Asked by dvlasich on December 19, 2013 at 08:10 PM

    I want to hide part of a form from the submitter, but then make it visible to the first in a series of recipients and approvers.  I've set up a Status field that is a Radion Button series (Submitted, Received, Approved, Returned, Rejected).  Once the approver submits it, I'd like to change the value to 'Received' and then make the field and the other sections of the form visible.  Can this be done?

    sections status then and approved status
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    Answered by Cesar on December 20, 2013 at 12:43 AM

    It can be done with conditional rules. You can have a whole area on the form hidden, and only accessible through a specific trigger. For example. Having a field that unlocks the rest of the form.

    By using conditional rules to show or hide parts of the form. The conditional rule would go like this.

    Note: this would be in no means secure as people who can know how to access and have a general undestanding of website source code, could access the forms source code and retrieve teh phrase that displays the hidden fields. So I would suggest not to use on highly critical / highly sensitive data.

    That said the process goes as follows:

    We create the condition to show and hide a field:

    https://cms.jotform.com/uploads/image_upload/image_upload/global/22482_updatestat1.png

    My rule consists on, if the field Leave Blank has the value "updatestat" filled in, it will display the hidden Page Collapse labeled Personnel Area:

    https://cms.jotform.com/uploads/image_upload/image_upload/global/22481_updatestat2.png

    Kindly take a look at my example form and clone if needed. Do let us know if you need further support. Thank you.

    Example Form: http://form.jotform.co/form/33530459019857 (To open up the hidden are type in "updatestat"

     

    Related Article: 

    How-to-clone-an-existing-form-from-a-URL

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    Answered by dvlasich on December 23, 2013 at 02:23 PM

    There is a hidden field widget that might also be useful here, but who is able to see the hidden field?  We want to have a form submitted to a workflow that involves several approvers.  Other than the form's author, can these others (other than the submitter) see and be able to change the value of the field?  If the field condition is to be hidden if the value is 'Submtted,' does it then show (to the submitter and everyone else) if there is another value in the field?

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    JotForm Support

    Answered by Mike_T on December 23, 2013 at 03:06 PM

    Yes, this is possible to use the hidden field widget in this case. Please see the following tutorial:

    How to assign a Status to Submissions

    The hidden fields are showing up on a form Submissions page when you edit the entry.

    In order to have several approvers you will need to share the form with them:

    How to Share Forms with a Sub-Account User

    In other words, they will be able to login to their accounts and edit submissions on your form.

    If something is not clear, please let us know.