Approval workflow: More actions on email notification automatically shows completed in Inbox

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    ellenkakareka
    Asked on July 16, 2021 at 05:32 PM

    I am trying to get this form to send an approval email to different managers based off the estimate value field. If the flow is only set up so that if the estimate value is equal to $0-$100K it will send approval requests and it works. The problem is when I added the if/then options for if the estimate value is equal to $100K-$250K. When both of these chains are set up (as shown below) I receive the correct emails but when I go to approve the form it says it's already complete in my inbox.
    1626470611_60f1f8d38c594_

    I need to be able to see the Approve/Deny/Reassign options.
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    1626470353_60f1f7d164af1_

    I have done a TON of testing and both the $0-$100K option and the $100K-$250K "paths" work individually, the issue only occurs when I connect the lines from the original Form submission to all 5 if/then statements.

    Please let me know if you can call to discuss instead, it may be easier to explain over the phone.

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    JohnRex
    Answered on July 16, 2021 at 10:28 PM

    Hello @ellenkakareka - I may need some time to check the whole flow so I could test and provide possible solutions.

    I will get back to you here with my findings.

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    JohnRex
    Answered on July 19, 2021 at 05:02 PM

    Apologies. I have sent an incorrect response.

    Regarding your concern, I have been checking on the approval flow you created and it seems the issue is with the repeated IF/ELSE conditions (having the same criteria).

    I understand that the purpose is to send approval emails to multiple approvers. Could you please try using only one IF/ELSE condition, then add all the approver emails into just one approval email instead?

    Let us know if that'll work for you.

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    ellenkakareka
    Answered on July 19, 2021 at 11:20 PM

    Thanks for your response. Correct me if I'm wrong but it doesn't seem possible to add more than one email to an approval.
    1626750615_60f63e9769098_

    I also tried adding 3 separate approval emails but then it doesn't connect properly because the if/then condition only has one true/false branch and I need each to be True.

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    Finally I also tried setting up the approval emails one after the other but I don't want them to be dependent on the previous approval being completed.

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    Is there another option I'm missing?

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    ellenkakareka
    Answered on July 19, 2021 at 11:52 PM

    I'm really hoping there is another solution but if there's not I went ahead to test the approvals one-by-one. For some reason the Inbox still shows that the approval was completed even though it hasn't been. Again, it works properly if I only have one of the if/then branches running.

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    https://www.jotform.com/workflow/211998474903165/build

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    Sam_G
    Answered on July 20, 2021 at 11:44 AM

    Hello Ellenkakareka,

    May we ask for you to edit the submission and resend it again?

    https://www.jotform.com/help/325-how-to-edit-submissions-made-on-your-forms

    So that it would restart approval.

    Let us know if that made any changes.

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    ellenkakareka
    Answered on July 20, 2021 at 12:54 PM

    I resubmitted a recent submission but since it's marked as complete it doesn't send any of the approval emails. I also just submitted a new approval flow if that helps. It's still showing as completed even though I didn't mark it as approved/denied yet.

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    Again, if you're able to call please do. I'm here until 5PM EST. My work phone # is 267-497-0745. I have been working on this project for weeks.

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    Jed_C
    Answered on July 20, 2021 at 10:45 PM

    Base on the screenshot below which is your Approval Workflow. It doesn't have the Deny option on the 100-250K part, but your 0-100 does have. The approval system thinks that you want to force it to be approved since there's no outcome assigned after SE, Estimator and Manager approval.

    1626835409_60f789d1a0e4f_Quote Sign-Off

    There should be another branch which it will send another email for Denied option. Try that and see if that works. Looking forward for your response.

  • Profile Image
    ellenkakareka
    Answered on July 20, 2021 at 10:55 PM

    Please use the following link - I've since updated the approval flow so it does include Deny options.

    https://www.jotform.com/workflow/211998474903165/build

    I don't understand why this is so difficult, all I'm trying to do is have approvals sent based off of the if/then condition of the Estimate Value. I can't imagine this is much different than what others are using the Approvals platform for. Again, please note the issue is that once I submit the form the Approval Inbox shows that the process is complete even though I did not get a chance to select Approve/Deny.

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    Jed_C
    Answered on July 21, 2021 at 12:31 AM

    Kindly allow me some time to test this and I'll get back to once I'm done testing your workflow.

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    ellenkakareka
    Answered on July 21, 2021 at 05:21 PM

    Here is another version to review if it's more simple. It's the same exact thing, I just cleaned it up. With the lines connected from the original form submission to both if/else conditions it does not work. If I delete either of those lines though it will work for the one left connected.

    It is saying Completed because the emails sent but it doesn't allow me to mark as Approve/Deny.

    1626902430_60f88f9e2550a_

    https://www.jotform.com/workflow/212017029556148/build

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    Jed_C
    Answered on July 21, 2021 at 09:18 PM

    Your new workflow is working for me on a cloned form. The approve and deny button is now showing when 100-250K is selected. Can you please test it on your end and see how it goes?

    Here's what I received:

    1626916629_60f8c715b38b1_approval1.png

  • Profile Image
    ellenkakareka
    Answered on July 21, 2021 at 10:05 PM

    Please read the whole chain. I get the email as well, the issue is that in the Approval Inbox it shows as complete. I need the Approver to be able to select Approve, Deny or More Actions to go in the Inbox and then be able to add comments to Approve, Deny or Reassign.

    1626919421_60f8d1fd4894e_

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    Sam_G
    Answered on July 22, 2021 at 05:07 AM

    Hello Ellenkakareka,

    We are sorry for the inconvenience this has caused.

    Let me escalate this to our backend team. We will update you once we have news on this.

    Let us know if you have further questions.

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    ellenkakareka
    Answered on July 22, 2021 at 08:59 AM

    Please feel free to call me, I really need this done by tomorrow for an upcoming audit.

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    Niko_N
    Answered on July 22, 2021 at 12:43 PM

    Greetings,

    My colleague escalated the issue to our developers.  We will inform you via this ticket once the issue is fixed.

    Thank you!

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    ellenkakareka
    Answered on July 27, 2021 at 01:05 PM

    I was able to recreate my flow from scratch and utilized the conditional branches option. Someone had previously told me this function wasn't working properly but it seems to be now.

    I would think the process should still work the way I was trying to as described above (using the if/then option). So it might be good to work that out if possible on your end.

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    JohnRex
    Answered on July 27, 2021 at 07:09 PM

    I have tried adding FALSE branches (see red boxes) after each ELSEIF condition (with same criteria) instead of linking the other ELSEIF conditions directly into the START of the flow:

    1627426969_610090995e37f_

    This worked! All recipients are receiving this when they clicked MORE ACTIONS from the approval email they receive:

    1627427090_610091128e086_

    However, this works only until the second branch (100K-250K). When I made a test submission that should trigger the third branch (as shown in the screenshot), no approval emails are sent. So I think this is where our developers should start working to identify what causes the issue.

    I will relay it to them and let you know here for updates.