Edit a submission by a 3rd or 4rh party

  • Profile Image
    KnoxAdmin
    Asked on June 24, 2021 at 10:56 AM

    Hi -

    We are planning a form for work order submisisons. Work flow is like this:

    1. Form is designed with name, phone number, problem, etc. There are two import fields that relate to this post.
    2. Submitted by ("submitter") is an email field
    3. Assigned to ("assignee") is an email field
    4. Form is submitted.
    5. autoresponder to submitter
    6. email to the inital "assignee"
    7. If the "assignee" is correct,the physical work is completed and the submission is edited to show the work is complete.
    8. submitter gets an email notifying them the work order is complete.
    9. If the assignee is incorrect, the initial assignee changes the "Assgined To" field to a different person.
    10. The new assignee gets an email advising them the have been assigned to the work order.
    11. The second assignee then handles the request and edits the form to show the work is complete.
    12. Submitter gets an email notifying them the work order is complete.

    My question are:

    1. What rights are required of the "assignees" to be able to edit the field.
    2. Is this process best handled by:
    3. conditional emails
      or
    4. by an Approval Process of some sort?

    Thank You.

  • Profile Image
    Amin_N
    Answered on June 24, 2021 at 04:16 PM

    Hi there,

    Thanks for reaching out to us!

    1) Assignees can view and edit their data if you give them permission to, when assigning them as shown below.

    102970_PermissionsDropdown.png

    Related guide: Managing-permissions-for-your-assignees

    You can also enable users to access the table, but please be careful as they will be able to access and edit all data if they're given permission.

    Related guides: How-to-share-your-jotform-tables-and-collaborate

    2) I would recommend using the Approval WorkFlow feature, as it's built for such workflows.

    List of guides: Jotform-Approvals

    Should you have any further inquiries, we will be more than happy to help.