Approved section is still being displayed as "In Progress".

Hi, I am just wondering why an approved submission would be still showing up in the Progress status once the first level of approval has been submitted. I thought it would move into the "approved" section on the submission page

I did check your form's approval flow and found that you have added two level of approval flow where the final approver is by fleet.management@lwb.org.au​. Please check the screenshot below:

Please note that unless the approval flow is completed and it reached the "END" of flow, the submission will not be moved to the approved section as the flow is still incomplete.

Hope this helps.

Do get back to us if you have any questions.

OK thanks for the above. So because there are two approval levels and the end is after the second approval, the submission will not move to "Approved" until the last approval has taken place?

As this is the first approval flow that I have put into process, is that the best way to have it setup?

Yes, that is correct. Unless the approval flow is completed and reach the END flow, it will always be displayed as in progress.

I did check your form's approval flow and you have set it up correctly with conditional branch.

Hope this helps.

Do get back to us if you have any questions.

Thanks for the above. I am not sure the conditional branch is working correctly so I may need to look at that one. because when it comes into the submission it goes into error first then after a bit of time it then appears in the in-progress section.

I did review your form's approval flow again and found that you have added a conditional branch, which has only one option. When the form is submitted, it will send approval email and also the condition will also be checked, that means for every submission, both the steps will be triggered.

Can you please explain your approval flow requirement in detail on how you want it to work? Do you want to check if the condition is met, then no approval is required and if the condition is not met, then the approval flow should be triggered?

Please let us know and we will take a look.

We will wait for your response.

Thanks Ashwin,

The process that I am looking for is as per below

Person submitting the form indicates that the underutilized Vehicle is no longer required and can be returned to Fleet

This is triggered by the Question

"Is the Underutilised Vehicle in Question Still required" (Page 2)

If No is selected - the form will jump to the last page (Declaration page) Approver is hidden from this page

If Yes is selected, the person is required to answer more questions before getting to the Declaration page

This may be the issue because even though the approver has been removed from the first screenshot, they are still hitting submit.

If the option the vehicle is no longer required, what needs to happen is that an email is just triggered and sent to Fleet Management to make arrangements for the vehicle to be picked up. there is no need for the State Director or the Fleet Manager to approve the submission. So the submission should be completed at this stage.

this is the flow

hope that makes sense. An enhancement that I think would be good in regards to approval is the ability to say have

approval step 1

approval step 2

Maybe it is already there an I am just missing it :-)

Thanks so much for your help in this matter.

Regards

Cathy

Thank you for sharing your requirement in detail. You have mentioned that questions are displayed or hidden based on field "Is the Underutilised Vehicle in Question still required" but the conditional branch you have added in approval flow is for another radio button field where the flow ends if "Is the Underutilised Vehicle in Question still required" is checked.

Do you want us to make changes in your approval flow based on the answer on the first dropdown field, i.e. "Is the Underutilised Vehicle in Question still required"? Please let us know and we will do the needful.

We will wait for your response.

Hi Ashwin,

Thanks, if you think that will work best I am able to make the change. I will have a look at it today and let you know if it has changed the flow. Is there any other changes that could be made that would allow the Fleet Manager to mark the submission as completed?

I made the change, but it has not made a difference. it still has the "waiting for approval" via two and goes into the error section. Do I need to add something after the email and before the "end" like an approval step for Fleet?

So sorry Ashwin, but I am just looking at everything to see what I am doing wrong. would the below have something to do with it? I can not find this in the flow anywhere. I have gone through and archived any clone forms I may have had just incase that was the issue.

The screenshot that you have shared is for approval flow activity logs. When the form was submitted, the approval email was sent to the "State director email address". This will not cause any issue.

Please fix the conditional branch where if "Is the Underutilised Vehicle in Question still required" is equal to "Yes", send the approval email and if the answer is "No", send an email and "END" the flow.

Please let us know if you want us to edit your approval flow, and we will do the needful.

We will wait for your response.

Hi Ashwin, I think it would be great if you could change the flow as I have tried a few things now and it is not fixing the issue. It also seems that the approval status on the PDF does not change from "in Progress" to "Approved"

Thanks in advance

Cathy

Sure, I will work on the approval flow based on the flow you have explained above and will get back to you on this soon.

I have gone ahead and edited the approval flow of your form. Please test your form by submitting your form again and see if the approval flow is working as expected or not.

Do get back to us if you have any questions.

Hi Ashwin,

I have run some tests and it seems to work. So you used the if/else Condition and not the Conditional Branch in the flow.

I did notice that all the submissions where they no longer require the vehicle are now sitting in "Canceled" and when a new form is filled in and they pick vehicle no longer required, that it does not go into the submission table. So I am thinking that the flow just ends there as there is no approval required.....

I also did a test on where the vehicle is still required and flowed that right through to the end with Fleet approving the submission and I have noticed that it has moved into "Approved" now which is great.

Thank you so much for your help in sorting this out. I must say this is the first time I have used Jotform and I am very pleased with the support that has been provided.

Sorry, one last question....

Is there a way I can clean up the table screen to remove the below or at least hide them

You are welcome. I am glad to know that your form's approval flow is working as expected.

If the submissions are test data, you can delete them from the table. The following guide should help you how to delete submissions: https://www.jotform.com/help/377-how-to-delete-form-submission-data/

Hope this helps.

Do get back to us if you have any questions.