Approval Flow Field Update

  • Profile Image
    Pillai_Prashant
    Asked on July 22, 2021 at 12:59 PM

    Hi,

    The following query ia regarding Approval Flow.

    1. After the form is approved in the approval flow,
    is there a way to automatically update a field
    in the form entry saying "Approved or Denied" based on the choice.

    This needs to sync with my integration to google sheets too.

    I have attached a workflow to explain this...

    1626973157_60f9a3e5e9b7e_flow.jpg


    2. Also is there a zap for achieving this


    Thanks,

    Prashant



    Screenshot
  • Profile Image
    Marco_S
    Answered on July 22, 2021 at 10:06 PM

    Hello there,

    As far as I know, you can only do it manually.

    For example you could add a hidden switch, to be manually set on approval:

    1627005684_60fa22f4f316e_


    Making it visible only in editing mode, using a Get Form Page URL widget, and creating a condition like for example:

    1627005619_60fa22b3e0918_


    Then, upon submission, you'll manually set the switch to Approved, as shown in the animation below:

    1627005769_60fa2349cf81c_flow.gif


    Let us know if you need any further assistance,

    Regards

  • Profile Image
    Pillai_Prashant
    Answered on July 23, 2021 at 12:03 AM

    Wow. Thanks Marco. Got it working.

  • Profile Image
    Pillai_Prashant
    Answered on August 10, 2021 at 01:56 AM

    Hi. I now face a potential issue with this solution.

    When the user has to edit the form, they see the Status field because of the conditional viewing. I do not want them to see this field when they edit, as this field should be visible to admin only.

    How can this be solved ?

  • Profile Image
    Lorenz_A
    Answered on August 10, 2021 at 08:45 AM

    Hi there,

    You need to take advantage of the GET PAGE URL widget, and set a SHOW/HIDE condition to have it work.

    Here's a detailed guide: https://www.jotform.com/help/389-how-to-show-or-hide-fields-on-edit-url

    I hope this helps. Let us know if you need any further assistance.


  • Profile Image
    Pillai_Prashant
    Answered on August 11, 2021 at 12:43 AM

    Hi,

    This question was not answered and the same solution as above was provided.

    Here's the flow again to help you understand the situation.

    1. The user fills the form
    2. If I approve the form i want a approve status to pass on to Google Sheets
    3. To achieve this the show/hide condition workaround with a hidden field was suggested.
    4. However with this method the user who needs to edit the form ends up seeing this hidden field.
    5. I do not want the user to end up seeing the hidden field, and want this field to be only visible to me the admin.
    6. How do I achieve this ?

    Looking for a relevant and specific reply to this use case

  • Profile Image
    Lorenz_A
    Answered on August 11, 2021 at 07:16 AM

    Hi there,

    If I approve the form i want a approve status to pass on to Google Sheets

    I believe you've already got this working, right?

    To achieve this the show/hide condition workaround with a hidden field was suggested. However with this method the user who needs to edit the form ends up seeing this hidden field.

    I assume this is the form https://form.jotform.com/212024314053034 you are working on. Upon checking, your condition is set to "Show" the "status" field if the URL contains the word "edit", which is why it is showing when someone accesses the form using the edit form URL.

    1628680505_6113b1392238c_The Easiest Onl

    If you want it hidden when being edited, then you need to set the DO to "hide".

    I hope this helps. Let us know if you need any further assistance.