Integration with Google Sheets - not showing approval workflow

  • Apps_ASD
    Asked on September 6, 2021 at 6:17 AM

    Hi team,

    Thanks for the awesome application. We are trying some features in jotform for developing an performance evaluation system for our school - ASD. We are thinking about purchasing an enterprise edition (will come to that later) of the jotform if it really works for us. We are trying out the free version and we have some doubts. The issues/doubts we see now are listed below:

    a) Google Sheet Integration - Approval Workflows

    We integrated our team goal form to a google sheet and the sheet is showing all the submitted data perfectly. But in the same form we have some approval workflows which is not getting recorded in the google sheet - not showing the approved/denied status.

    b) Loading data into multiselect visualizer from an excel file

    Based on the department selected the team goals for the department should be loaded to a multiselect visualizer. We found there is a widget "Spreadsheet to Form" which can be useful in this scenario. The widget worked fine in loading data in textboxes but can't figure out how to populate to multiselect visualizer. What would be the best way to implement this feature?

    c)Form sections based on approval workflow

    The form must be set up to hide/show sections based on approval. For example, a teacher is submitting his/her goals which needs to be approved by the Supervisor. Suppose if the supervisor denies the request, how can he/she add a comment/suggestion in the form saying to review your goals again and send the form back to submitter. Now we are able to send an email saying it's denied but more than we need to convey them why it's denied. Hope you got our point.

    If the request is approved then only a next section should be visible(which is hidden at 1st stage) to submitter where he/she can fill the fields and submit the form again. This time the manager should be able to edit the form so that he/she can evaluate and provide comments for the submitter.

    In nutshell, the process has 3 major steps with workflows at each stage. The same form is used across the stages hiding/showing pages/sections accordingly. The submitter should be able to see his/her requests while the managers should be able to see their department staff requests.

    Please let us know how far is it possible to implement such a system in jotform.

    Thanks in advance.

    Regards,

    Feba

    IT Dept

    ASD




  • Marco JotForm Support
    Replied on September 6, 2021 at 9:44 AM

    Hello there,

    Thanks for reaching out to us.


    a) Google Sheet Integration - Approval Workflows

    You could add a Get Form Page URL to your form, to allow you to track when the form is in Edit mode by creating a simple condition:

    1630934685 6136169d4a59e  Screenshot 10


    in case you're opening the form in Editing mode, you'll show a Single Choice element, to let you manually set the status of the submission, Approved or Denied.

    1630934473 613615c92a086  Screenshot 21

    In this way, you'll be able to transfer the status of the submission on to the Google Sheet integration.


    b) Loading data into multiselect visualizer from an excel file

    The Visual Multi Select is probably not the best widget to use, if you need to populate such field from an Excel file. You should better use a Multiple Choice element instead, that you should be able to populate from your Excel.

    1630935164 6136187c5ecda  Screenshot 32


    c)Form sections based on approval workflow

    You could add a Long Text field to let the Supervisor add customized notes and provide comments for the submitter:

    1630935550 613619fe13d73  Screenshot 43


    and made it visible only in Editing mode, by creating a simple condition:

    1630935652 61361a64805a1  Screenshot 54


    The trick is always checking if the form in being opened in Editing mode, and in such case show elements that are hidden when filling out the form on first submission. To do that, you just need to verify if the Get Form Page URL widget contains the value "edit".


    Let us know if you need any further assistance,

    Regards

  • Apps_ASD
    Replied on October 11, 2021 at 8:20 AM

    Thank you Marco. This helped me a lot.

  • Marco JotForm Support
    Replied on October 11, 2021 at 8:38 AM

    Thanks for letting me know, I'm glad to hear that!


    Feel free to contact us should you need any further assistance,

    Regards