How to achieve my approval workflow?

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    gmcadams
    Asked on June 04, 2021 at 03:05 PM

    I have a couple of questions:

    1. The first two pages of the form (general questions and attaching any photos) are to be filled out by the user who detects a quality issue.
    2. The third page (this information is below the red line on page 1 of the PDF) is to be filled out by the Quality Director by either accepting pr rejecting the suggestions of the original form user, or referring the issue to Engineering.
    3. The initial email that goes to the Quality Director has "Approve" and "Deny" buttons along with a "More Actions" button. I want the third button to be used for "Refer to Engineering"
    4. Engineering should then have the ability to approve, deny or advise that an engineering solution is required.

    How can I achieve this?

  • Profile Image
    Jed_C
    Answered on June 04, 2021 at 08:04 PM

    The approval process can be done with the new Approval Workflow https://www.jotform.com/blog/how-to-create-an-approval-workflow-for-jotform/.

    What you need is to add another email element in the workflow so you can edit the email body and include an edit link.

    1622851332_60babf04c5038_DrawingWindow 2

    Edit link is important so that the entire process is editing the same form submission and data can be consolidated at the end with another edit link (Whoever is authorized to export the original PDF data with all the consolidated information).

    Guide: https://www.jotform.com/help/40-how-to-let-users-update-their-form-submissions-at-a-later-date

  • Profile Image
    gmcadams
    Answered on June 09, 2021 at 12:49 PM

    Okay I'm not sure that will work for my flow. I don't need the submitter to edit the form, rather the people responsible for approval need to edit it.

    https://www.jotform.com/workflow/211575838231154/build

    So I have started out with a fairly simple approval flow (above) and I have gotten it to send the emails to two different addresses like I want, but when I click on the "approve" or "deny" button from the email, it doesn't approve or deny, simply takes me to the jotform submission inbox. I click approve from each approval email, yet the form inbox still shows that I am waiting for two approvals.

    https://www.jotform.com/inbox/211534110421133/4990637723173914878

    I really don't understand why I am unable to get the result I need.

    I'm beginning to think this software isn't going to be able to work for my purposes.

  • Profile Image
    Sonnyfer
    Answered on June 09, 2021 at 06:55 PM

    Thanks for the additional information. I agree that the approval flow feature won't work for your requirement.

    How about creating the flow manually? This way, you can show/hide fields before you approve/deny. You can check out this guide on how to do it.

    Do review and let us know if you need further assistance.

  • Profile Image
    gmcadams
    Answered on June 11, 2021 at 11:32 AM

    Thanks for this information, I think I almost see how I can get this workflow to function as required. I am testing each phase as I go, and here’s my first speed bump:

    When the initial email goes to the first manage for approval and they click on the edit submission link, it wants them to sign in. I don’t understand how to get past this. We don’t have an enterprise account, and I don’t want to require each approval person to have a JotForm account.

    What am I missing?

  • Profile Image
    taylor
    Answered on June 11, 2021 at 01:34 PM

    Hello! 👋

    Is your form private? If so, this would be why its asking for your user to log in. The form will need to be Public for your users to edit the submission, here's how to change that.

    1623432731_60c39e1bd9483_settings.gif

    After changing the Access Settings to Public, your users should be able to edit the form without an account, just by clicking the Edit Submission link in the email. If you run into any issues or have any further questions, please let us know!

    Thanks!

  • Profile Image
    gmcadams
    Answered on June 11, 2021 at 01:43 PM

    Thanks, that's helpful. If I use the "Company Access" option does this mean that the approver can edit the form without loging in if the email was sent to the company domain?

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    taylor
    Answered on June 11, 2021 at 03:13 PM

    Hello! 👋

    Yes, that's correct. We have a guide here with all the details related to Company Access and what that can do for your organization's forms. If you have any other questions or need help with anything else, please let us know!

    Thanks!

  • Profile Image
    gmcadams
    Answered on June 15, 2021 at 12:23 PM

    Something else I need help with, the only way each department will be notified of a change made by another department is to have the "Send on form edited" box checked. This also sends an email back to the person who edited the form. This seems like overkill, and I'm concerned about users complaining about the excessive emails. Is there any way to have a "Send on edited by other" option? Or is there a work around that I'm not thinking about?


    https://form.jotform.com/211534110421133

  • Profile Image
    taylor
    Answered on June 15, 2021 at 02:53 PM

    Hello! 👋

    Based on your form / flow, when the submission is edited with the edit link it will trigger the email notifications, there isn't a way around this besides editing a submission directly in the Table that is associated with the form. Any edits made in the Table associated with forms will not inform users even if Send Email on Edited is checked. If you have any other questions please let us know!

    Thanks!

  • Profile Image
    gmcadams
    Answered on June 17, 2021 at 04:40 PM

    And I’m assuming the only way to edit the table is logged in as a JotForm user?

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    Sonnyfer
    Answered on June 17, 2021 at 07:55 PM

    That is correct. They would need to signup/login into an account before they can edit the data.

    It's also worth mentioning that if you only need them to view submissions, you can set your tables to public.

    1623974079_60cbe0bfb8ca3_