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    Password Protection for Multiple Approval Signatures

    Asked by ericmears on March 21, 2014 at 12:22 PM

    Good morning!


    I'm working on creating approval forms for school district travel.  I'm using jotforms due to the ability for simple e-signatures.  I understand that passwords are a touchy subject and can be used for phishing, so I am trying to find a way around it.


    How can I protect signature lines so that only the authorized district administrator can add information to the field?  If there is a way to identify one user who can fill in a field, it can be any type of field (text box, number, etc), not just an electronic signature.


    The net result is that multiple district administrators in multiple locations need to "sign" the same form.  Any help to make this paperless so teachers are not driving around the district chasing administrators is highly appreciated!  Thanks!



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    JotForm Support

    Answered by TitusN on March 21, 2014 at 03:08 PM

    Hello Eric,

    You could consider the following:

    1. Create multiple sections for each District Administrator - signature and the like

    2. Create a code text box that would be used to hide/show each respective field

    3. Apply conditional rules that would hide/show each administrator's section according to the code they put it..

    Here's a useful guide.

    Here's a demo form:http://www.jotformpro.com/form/40795330460957

    The codes are:

    Principal - 001

    Zone Leader - 002

    COO - 003

    Superintendent - 004

    Go ahead and take a copy of the demo and take a closer look.

    Did that help? Let us know.

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    Answered by ericmears on March 24, 2014 at 01:00 PM
    Thanks so much!
    This fixes my issues with the form. I am wondering, though, if what I am actually envisioning is possible:
    Requestor needs to submit the original form for approval to the principal.
    Principal needs to approve the form and send it to zone leader.
    Zone leader needs to approve the form and send it to COO.
    COO needs to approve the form and send to Superintendent.
    So, in effect, is there a way to keep the form live and have each person up see all of the previously entered information and add to the form? It looks like when the requestor submits the form, the submission is in Excel, CSV, or PDF only, and not a live form that is approvable by others. Does that make sense? If so, is that doable?
    -Eric Mears
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    JotForm Support

    Answered by TitusN on March 24, 2014 at 03:49 PM

    Hello Eric,

    Yes, it is possible.

    You can add in an Edit link in your email notification that allows the form to be modified at each stage.

    That can be accomplished by editing the email notification as shown below:

    I would reccomend using autoresponders instead, because using them, you can configure them to send a notification to the next person in line to approve the request.

    You can use the conditional rules to decide who gets the emails - here's the guide for that.

    Let us know if this helps

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    Answered by ericmears on March 24, 2014 at 04:00 PM
    You rock! Let me try this and Ill let you know if I need anything else. Thanks so much!!!!
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    Answered by ericmears on March 24, 2014 at 06:00 PM
    Oh we are so so close! This is exciting!
    As far as I know, the last thing I need is to know if there is a way to lock in the information already in the form when the next person in the approval chain opens it? I think we are ok without it, but this is a slam-dunk case if, for instance, the principal cannot edit anything that is already in the form.
    Yall are awesome! Thanks for this tool!
    -Eric Mears
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    JotForm Support

    Answered by jonathan on March 24, 2014 at 07:42 PM

    Hi Eric,

    Unfortunatelly, locking the other fields during edit mode will be difficult to do on the same form.

    What you can probably try is using multiple forms for multiple approval stages.

    You can set the answered field as Read-Only on the succeeding forms so that when Edit_link is used, the editor will not be able to modify the read-only content.

    Here is my sample form http://form.jotform.me/form/40645492992465?

    If you test this form, the 2nd form contains the answers from the previous form, but they are read-only. Even if you provide the edit_link to the 2nd form, they will remain read-only.

    Hope this help. Inform us if you need further assistance.