HIPAA Compliant forms and users that review submitted forms

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    tjovicich
    Asked on November 03, 2021 at 07:23 PM

    I watched one of your webinar videos and it referenced sub users that you can create with special permissions. Link is attached to YouTube video. Does this require the enterprise add on? Do I only have one account to view the submitted forms? I also included slide that references sub users.

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    Christian_A
    Answered on November 03, 2021 at 08:30 PM


    Hello tjovicich!

    Forms are associated to only one account. However, you have options if you require help managing the form submissions.

    Setup Email Notification for when a new submission received. Here's how you'll do it.

    From the form builder, click the Settings tab, go to Emails on the left, then click the Add an email option.

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    Select the Notification Email.

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    On the Recipient Email Field, input your email, and the email of all other individuals that you want to keep track of your form submissions.

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    If what you need is for someone, or a group of people to review the submissions then approve/deny it, here's the complete instruction how to create an Approval Flow.

    Guide: How-to-Create-an-Approval-Flow-in-Jotform

    I hope this answers your questions. Please let us know if you need further assistance. Thank you!

  • Profile Image
    tjovicich
    Answered on November 04, 2021 at 06:12 PM

    All I need is once a form is submitted, the email notification will be seen by 2 different email accounts. I then need one of the email recipients to be able to look at the form. They would not have the jotform's username and password. Is this possible? Can I create a sub accounts for those email recipients?

    Currently, if a notification email is sent to a different user, that is not the account the form is built under, they do not have access to look at it. I would have to give them the account username and password to view the submitted form information right? I tested it and if I am logged out of the forms account and go in through a different email, it says I need approval.

    So going back to my original question under a HIPAA account, do I need enterprise version to have other staff members view submitted forms or is there another way to create subaccounts? I don't need the approval process feature, unless that allows access.

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    Jovanne_A
    Answered on November 04, 2021 at 06:52 PM

    Hi,

    If you wish to send an email notification to two different email addresses, you need to follow the guide my colleague, Christian_A, gave you. These recipients can be able to view the submissions but make sure they have a Jotform account to access the submissions. It is not possible without having their own accounts. Your current subscription plan does not allow you to create sub-users. This feature is only available for Enterprise plans. If you wish to share this form with your colleague, you can assign a form to them. You can follow this guide below:

    GUIDE: adding-assignees-to-your-form

    Going back to your main question, you need an Enterprise account if you wish to create sub-users but you can share your HIPAA form with other users using Assign Form. Please note that you can assign a form to users in the HIPAA-compliant form so that they can access your form, but they will not be able to edit their submissions later. The submissions received in a HIPAA account can only be edited by the account owner after login into the account.

    I hope this helps.

    Thank you.


  • Profile Image
    tjovicich
    Answered on November 04, 2021 at 08:23 PM

    Thank you, the assign will do what I need.

    I found an issue if I try to download the form from the assigned user to a pdf-> print format I get an error when trying to open it in adobe reader. Can you help me with this? I tried it on a couple different forms and still got the message.

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    EltonCris
    Answered on November 04, 2021 at 09:07 PM

    We will answer your other question in a separate ticket here https://www.jotform.com/answers/3485480. We'll be on it shortly.