Approval workflow process - other reviewers

  • Profile Image
    ldumas
    Asked on June 01, 2021 at 02:37 PM

    In the past, I have set up the approval workflow like this

    • User submits form
    • Notification email goes to a shared email address (waiver.compliance@texas.agriculture.gov)
    • One of the people in that group goes to review the submission.
    • The reviewer edits the submission in the Inbox so that they have access to the checkboxes for approval.
    • The user then gets the AutoResponder email based on if the form was accepted or not. The one that is not accepted has an Edit Submission link and instructions for correcting the content.

    The form has fields for the reviewer to complete listing why the form was not accepted and showing what needs to be corrected. The reviewer still had to click on the "edit submission" option in the Inbox to see those fields.

    We've run into some obstacles with the new approval workflow, and I wanted to see if you had any suggestions -- mainly that the reviewer does not have access to the fields that we use for review. They are only visible once they select to edit the submission.

    1. Is it possible to edit the request for more information email to add the review fields in the email template? This way, the reviewer would have to checkboxes rather than writing a paragraph.
    2. Is it possible for the reviewer to edit the Not Accepted email before sending it to the user?
    3. Can more than one person use the same Jotform account at the same time?
    4. Do I need to set up multiple approval processes so that more than one person can review the forms? Would this be a parallel process or a branch?
    5. Do I need to reinstate our old approval workflow until the Jotform approval workflow has additional functions"


  • Profile Image
    EltonCris
    Answered on June 01, 2021 at 07:53 PM

    1. It is not currently possible to achieve that but reviewers should be able to edit the submission since there's an edit submission button included in the request more info email. They can update the fields if you require more information.

    Example:

    20210602065955oR.png

    If your reviewers also have access to your inbox, they can also edit the submission from there or approve/deny the submissions.

    2. The reviewers can update fields by editing the submission before clicking any approval buttons. You can always place these fields into the emails so whatever fields updated will be shown on the sent email. So basically, you have to include the edit link first in the reviewer's email. Example:

    202106020701276i.png

    Then place the fields into the emails, for example:

    20210602070720aT.gif

    3. Technically, that's possible but communication is the key so they won't overwrite each other's changes.

    4. It should be parallel approvals, guide: https://www.jotform.com/help/1468-what-is-jotform-approvals#parallel-approvals

    5. You can choose whichever you prefer but in general, the new Jotform Approvals already has everything you need to approve/deny applications. If there are missing functionalities, we can open a feature request for them. Just let us know by opening new tickets here https://www.jotform.com/contact/.

  • Profile Image
    ldumas
    Answered on June 02, 2021 at 02:51 PM

    The guide for parallel approvals shows just 1 outcome. If there are 2 possible outcomes (accepted, not accepted) does there need to be more than 1 merge branch? I can't connect the approval step twice to the merge branch.


    https://form.jotform.com/211223411637040

  • Profile Image
    EltonCris
    Answered on June 02, 2021 at 06:43 PM

    Since there were multiple questions on your initial ticket, I have moved your new question to a separate ticket here https://www.jotform.com/answers/3136828 to avoid confusion. We'll be on it shortly.