Edit Form Submitted Via Workflow

  • theodore.arnold
    Asked on November 23, 2021 at 4:48 AM

    Good Day

    Would you point me in the direction to create a edit form link.

    If a user completes a form and submits it to the for example the HR Practioner via the workflow. In the email that the HR Practioner receives there is a link to edit the form for example (fill in the days available for leave), signs the form and then submits it, thereafter the form moves to the manager for approval. But the same here there is information that the manager must also complete on the form before signing and approving.

    Regards

    Theo

  • Bojan Support Team Lead
    Replied on November 23, 2021 at 7:44 AM

    Greetings Theo.

    You can try to implement split and merge elements in your flow:

    screenshot 8376 Screenshot 10

    This will allow you to send multiple approvals flows at the same time, and wait for them all to be completed before continuing:

    screenshot 8377 Screenshot 21

    Let us know if this solution would work for you.

  • theodore.arnold
    Replied on November 23, 2021 at 8:08 AM

    I get what you are saying, but the pertinent matter was will each be able to add information to the original users form, and then submitting it to the next approver.

  • Jovanne JotForm Support
    Replied on November 23, 2021 at 8:46 AM

    Hi,

    You may customize the approval email to contain an edit submission link so the approver has an option to edit the submission.

    1627113731 60fbc903d970f a Screenshot 10

    Once done, he/she will have to go back to the approval email and choose either approve/deny.

    Please check and let us know if you have further questions.

  • theodore.arnold
    Replied on November 23, 2021 at 8:59 AM

    Thanks, will give it a try and let you know

  • theodore.arnold
    Replied on November 24, 2021 at 2:09 AM

    I was just watching the Enterprise Prom Video on Youtube of a Government Depatment that uses a Workflow I would like to achieve.

    Is it possible to develop a Training Video or Manual Tutorial of how they achieved this workflow

    Regards

    Theo

  • Jovanne JotForm Support
    Replied on November 24, 2021 at 6:38 AM

    Hi,

    That workflow feature is only exclusive for our Enterprise users. If you are interested in our Enterprise plan and discuss your workflow requirement, please contact our Enterprise team on this page, and one of our team will get in touch with you.

    Thank you!

  • theodore.arnold
    Replied on November 24, 2021 at 6:48 AM

    As the IT Manager I will be the only one using the system, most of the staff just completes the forms, even if I buy the Enterprise license and pay for the 5 licenses will I still be able to share a table with a user to update info in the table as what I am doing in the silver plan.

    Regards

    Theo

  • Bojan Support Team Lead
    Replied on November 24, 2021 at 8:11 AM

    Greetings Theo.

    I believe you will be able to achieve this with a regular account.

    You will have to modify the edit link a bit. If you check the video you shared, at 1:07, you can see they have customized the URL as well, by adding nonProfit017 to the edit link. You can achieve the same in your flow. Instead of adding an edit link from the Form Fields dropdown, you can create a custom URL like this:

    screenshot 8393 Screenshot 10

    This is the link added in the screenshot:

    https://jotform.com/edit/{id}?customValue

    {id} will automatically be replaced with the submission ID. customValue can be used in the form to check which user is currently viewing the form. Then, depending on this value, you can show or hide the fields in it. Note that this value can be anything.

    To check what value is in the URL, you will have to add Get Form Page URL to your form. To show or hide fields, you will need Show/Hide Field condition:

    show hide fields Screenshot 21

    Here, you can check if Get Form Page URL widget contains the custom value and then show the field you need:

    screenshot 8394 Screenshot 32

    Let us know if this solution will work for you or if you have any additional questions.

  • theodore.arnold
    Replied on November 24, 2021 at 9:11 AM

    Will give it a try and let you know

    Regards

    Theo

  • theodore.arnold
    Replied on December 10, 2021 at 3:25 AM

    Good Day

    Works Fine, hides the field for the Supervisor, but the last approval email that goes to the User the field is also hidden.

    Regards

    Theo

  • Billy JotForm Support
    Replied on December 10, 2021 at 3:59 AM

    Hi Theo,

    Kindly confirm which field you're pertaining to as well as if the email you're referring to is the Approved email or Denied email?

    If you can send us screenshots, that'd be great.

    We'll be waiting for your response.

  • theodore.arnold
    Replied on December 10, 2021 at 5:50 AM

    1639133383 61b330c72eb6d JotForm LinkWor Screenshot 10

  • River Quality Operations Specialist
    Replied on December 10, 2021 at 6:20 AM

    Hello Theo,

    The edit link with customValue should only be sent to the preferred users. You can modify other emails to remove the customValue or change it something else to create a new condition.

    If you need further assistance, please let us know.

  • theodore.arnold
    Replied on December 10, 2021 at 6:30 AM

    Would appreciate that.

    Can you please provide guidance on this for me.

    Regards

    Theo


  • River Quality Operations Specialist
    Replied on December 10, 2021 at 8:17 AM

    Hello again,

    I am preparing your answer right now and I will get back to you again soon.

    I appreciate your patience.

  • theodore.arnold
    Replied on December 10, 2021 at 8:24 AM

    Thank very much

  • River Quality Operations Specialist
    Replied on December 10, 2021 at 8:39 AM

    Could you please open the Form Settings, click on the Show More Options button and Change the Clear Hidden Values as "Don't Clear"?

    1639142953 61b3562982b5b Screen Shot 202 Screenshot 10

    Now, the hidden value will be passed on when a manager submit the form. This will require us to remove the Name section on the emails which we don't want it to be seen.

    Then, please open the related Approval Flow, click on the Settings button at the right of the relevant email which will not contain the name and then choose the row and click Delete Row as follows:

    1639143435 61b3580b1c3a1 Screen Shot 202 Screenshot 21

    I hope this workaround helps you.

    If you need further assistance, please let us know.

  • theodore.arnold
    Replied on December 12, 2021 at 5:01 AM

    Good Day


    Thanks the Don`t Clear did the trick


    Regards

    Theo