How do I assign forms to internal workforce who then sends to outside parties?

I'm new to JotForm and need a little help.

I'm part of a non-profit which puts on a very large event each year. (A parade, in fact!) We have over 10,000 participants broken down into about 250 groups who enter the parade.

I have one type of entry form that I'm setting up and using the 'conditional' application to tailor the questions for each type of entry. What I'm a little fuzzy on is how to send this form out to my 20 different section chairs (volunteers who manage the entries for her specific area of the parade... i.e. horse entries vs. floats, amusements, balloons, bands, etc.) . and then have each of those section chairs send out the form to their 10-15 public entrants. I want the section chairs to be able to manage the entries/submissions for their respective areas and be able to have each of those submissions in turn sent to a central email address in order to manage the entire field of entries. Make sense? Right now I think I understand how to assign a specific form to my chairs/sales force but I don't seem to find where I can have those individuals, in turn, send the form on to others to have completed by the third party, have the submissions sent back to them and a central gathering point/person.

Any help you can provide would be greatly appreciate.

Melissa Branch

San Antonio, Texas

Here is the workflow of our entry forms:

Entries Chair – Sends out blank Entry Forms to each Section Chair

Section Chair – sends out Entry Forms to each potential entrant to parade

Entrants – complete Entry Forms and return to Section Chair

Section Chair – reviews completed Entry Form from Entrant. If form is completed as required, Section Chair sends completed form to Entries Chair

Entries Chair – presents Entry to Parade Board. If approved by Parade Board, Entries Chair notifies Section Chair of approval. Entries Chair maintains spreadsheet of all approved entries. Information used for reports associated with parade production.

Section Chair – will notify Entrant that Entry Form is approved.  

Good day, 👋

Thanks for reaching JotForm Support.

You can assign your form with the assign tool.

To learn more: 👉 Adding assignees to your form

Also, you can manage your assignees by clicking on this tab:

As I understood your workflow you can add assignees, create a workflow for your internal team and share the submissions' table if needed.

You may found these guides useful:

Building Approval Workflow - it can help you to create a scheme of your form for each stage. You can add emails for every person or add the conditions.

Send Email based on user's answer - you can use this condition for your form to send emails that can track/edit your form further.

How to share your JotForm Tables and collaborate - you can share your submissions table so internal colleagues can view submissions.

Let us know if you need any further assistance,

Alex

Also, you can assign forms to your colleagues and they can share this like using the link to the form:

👉 Understanding Form Collaboration

👉 Where to Find My Form URL?

Thanks,

Alex