Need to be able to route approvals from manually "entered/typed in" emails

  • Profile Image
    rubioj
    Asked on November 22, 2021 at 02:36 AM

    I am really struggling and this seems harder than I expected.

    We have 50 schools, and are reviewing Jotform for potential Enterprise use in a very large school district, and I do not want to do a drop down of course with 50 emails.

    I want an employee to manually enter an email address into an EMPTY email form field, AND then use that entered email address as a "recipient" as the next approver of the form - or I assume to at least notify the person whose email is dynamically/manulally entered that they need to edit and approve a form.

    I do not easily see this functionality - have been trying for 2 hours - which seems critical for workflows

    I do NOT want to have to set up emails in advance - Can the system not allow a manually "entered/typed in" email to be used to route a form for an approval??

    In other words, can I not really have an empty email field that says "Enter your supervisors email here" and then use that email as the next approver??

    thanks, Dr. John Rubio, Chief of HR

  • Profile Image
    Tommaso_F
    Answered on November 22, 2021 at 05:13 AM

    Hello John,

    We're more than happy to help you. Could you please elaborate on what this blank field (which will be filled with an email, manually) should trigger?

    When the field is filled by your customers with an email what should happen? What is the condition that involves also the approver?
    Could you please give us more details about your concern so we can assist you properly?

  • Profile Image
    rubioj
    Answered on November 22, 2021 at 11:33 AM

    Good morning

    i’m trying to keep this simple. The email itself doesn’t trigger anything it’s just an open available field where somebody can enter the email of their supervisor.

    If I have this available open email field in my form that says enter the email of your supervisor here, can that form “field” be used for the purpose of routing the form to that email for an approval?

    and if not, is this something that is in development?

    Right now, it appears that your tool is limited to pre-plan or preset a specific email for a specific person for routing or for approval and I don’t want to do that. In other words, I want the person filling out the form to be able to enter an email (for their supervisor) which is the person then targeted for the form to be sent to next for approval. this would require your tool to allow me to pick up and notice and see that field when I’m setting up an approval ((or to be seen and used in the send to “recipient” field of a notification if a notification can be used as a way to approve a form next (I’m not sure I understand notifications very well yet)).

    this seems like a very important thing that your tool should be able to do based on what you have/offer so far

    thanks

  • Profile Image
    parker
    Answered on November 22, 2021 at 12:26 PM

    Hello,

    In an approval email settings you can set the approval person to be the email into an entered field. You can also do this for auto responder emails.

    What you'll want to do is set the form field as the recipient of the email. In the approval flow you can do set it as approver email address.

    1637601774_619bd1eec35d9_

    For autoresponders it's a dropdown under recipient email, which these are all form fields.

    1637601945_619bd29918bb5_

  • Profile Image
    rubioj
    Answered on November 22, 2021 at 09:25 PM

    That's wonderful! except that there is no such drop down for my account for "approver email address" :(

    (though I do see the dropdown for autoresponder)

    So, first, thank you - I was thinking there must be a way.

    As we assess Jotform for an enterprise acct, is there something else wrong with my account?

    I paid for an account hoping I would have the same/similar functionality.

    Could it be because I said I wanted a HIPPA account that this doesn't work?

    Please see attached pic - I have tried two different browsers, deleting my email address and clicking into the black space where your arrow is pointing and nothing :(

    (same thing if I try "approve and sign")

    Please advise - see below pic

    1637633814_619c4f16bc5de_2021-11-22_18-0


  • Profile Image
    Tommaso_F
    Answered on November 23, 2021 at 02:06 AM

    Hello there,
    I tried to set my email on your form (without saving changes) and was unable to replicate the issue.

    1637650994_619c9232a7068_

    We cleared your form cache now. Could you please check if the problem still persist?

    Regards.

  • Profile Image
    rubioj
    Answered on November 23, 2021 at 03:03 PM

    Tommaso, why would you try to set your email in the field? That is not the issue.

    The issue was correctly addressed by Parker, but I do not have the same fields on either your or Parker's approval properties menu.

    Please, someone, explain to me why I don't have the same BLUE font "form field" drop down and why I also don't see the "require login for approver" fields (on the right General Approval Properties)?

    I assume I need the BLUE font "form field" drop down to be able to merge in the "Email" property field from the form - which is and should be BLANK/empty on the form and NOT associated with anyone until an email is entered.

    Again, to be clear, if one of 3000 employees enters one of any 125 "supervisor" emails into a blank/empty email form field, we want the form to be routed to whichever 1 of the 125 supervisors emails are entered.

    If Parker is correct, this should be possible BUT I don't have the same BLUE font "form field" drop down (and, curiously, I also don't see the "require login for approver" fields on the roght General Approval Properties).

    Why don't I have these on my menu?? - I checked another form I have and same thing.

    See video here https://vimeo.com/649191689

    Help please - or just call me - I need this figured out

  • Profile Image
    Katherine_W
    Answered on November 23, 2021 at 04:35 PM

    Hi John,

    Please note that we do not currently provide phone support, but are more than happy to help you here.

    Thank you for the video: it is helpful to see what you're seeing as your account is HIPAA Enabled, so I cannot log in to test natively in your account.

    I can see what you're saying where you cannot see the Form Fields dropdown: I'm unsure if this is due to the HIPAA Compliance or the SmartPDF form. To test this, I attempted to clone your form 213246838914058 in our HIPAA account, but I could not. It would be helpful to clone the exact form to test, but I created a test SmartPDF form in our HIPAA account to test and was able to replicate the issue.

    I believe that this is directly related to HIPAA Compliance as when I created a Classic Form I could replicate the issue. Even after turning of the PHI for the email field, I still did not have the form fields option.

    However, I was able to use the email field's Unique Name to set the Approver Email to what is entered into the email field. You can find the field's Unique Name like so:

    1637703067_619d5d9bb8ede_1637703028_619d5d74b410b_

    Then, you would inject the Unique Name into the Approver Email address like so:

    1637703180_619d5e0c54163_

    When tested with multiple emails entered into this field, it will send to the email entered into the specified field. Could you please test this on your form in particular and let us know if the issue persists?

    We look forward to your response.

  • Profile Image
    rubioj
    Answered on November 23, 2021 at 05:17 PM

    Katherine - thank you! It works!

    This thread, or parts of it, may be worth posting.

    I saw a number of previous requests linke mine that did not seem to be answered well or understood well in the last 1-2 years.


    Question - I need to know if I should stay with a HIPPA compliant account or if I can (hopefully without losing my few forms created so far) change to a non-Hippa acct.

    What are the implications of me not having the "require login for approver?"

    So it will never be a required option for HIPPA accts?

    Maybe that's fine but I am a little nervous of why my account doesn't have that and the other drop down for the form fields. It would be worthwhile to know if that is why my account appears different so I can evaluate if it is worth sticking with the Hippa acct route.


  • Profile Image
    parker
    Answered on November 23, 2021 at 06:44 PM

    Hello,

    If you don't need the HIPAA features you can downgrade from HIPAA in your account settings. https://www.jotform.com/myaccount/data.

    The reason why you don't have the option to disable require login is that it's required on HIPAA that they have an account and login to approve/deny the submission.

    HIPAA accounts don't get that dropdown as well because it's not very common that you'd want your approver to not be someone you know beforehand and everyone that gets sent this approval will be forced to create an account to be able to access the approval.

  • Profile Image
    rubioj
    Answered on November 23, 2021 at 07:12 PM

    Ok, I hope that's in some HIPPA versus regular account comparison chart - I said yes to HIPPA as I thought it would be a nice "feature" but I would have never said that if I knew that routing forms would require accounts - or that I would not as easily have been able to route from form fields (though I appreciate there was a workaround by using the unique field name).

    I will defintely downgrade - hope that keeps my forms intact

    Thank you for all the help!

    Hopefully will go to enterprise for phone support asap

    I could not uncheck the box for "private" when submitting a help request - another HIPPA issue??

    Hope you can make this thread public - definitely helpful - as I spent hours on this

    thanks!!!

  • Profile Image
    Tommaso_F
    Answered on November 24, 2021 at 01:58 AM

    Hey there,

    As for your request, we set this thread as public.
    We will be more than happy to provide further support, in case you do have other questions!


    Regards.