Approval advice

  • Profile Image
    RHemery
    Asked on November 25, 2021 at 01:41 PM

    Hi there

    Can you please advise me if the following is possible before I look to build it.

    This is our form:

    https://form.jotform.com/213285013949054


    The process is:

    • Applicant (student) fills out Step 3 'APPLICATION for entry to Wixams Academy Sixth Form 2022'
    • On completion, the Approver then needs to receive a link to the form (with the data still intact), where they can then fill out Step 4 'CONFIDENTIAL REFERENCE' - ideally without needing a login


    Thanks

    Rich


  • Profile Image
    Mark_Louis
    Answered on November 25, 2021 at 02:13 PM

    Hi,

    Thanks for reaching out.

    You would need to use the 'Get form page URL' widget https://www.jotform.com/help/389-how-to-show-or-hide-fields-on-edit-url/ (it will detect the /edit/ in the url and make the field appear conditionally, should work the same in Approval flow)

  • Profile Image
    RHemery
    Answered on November 25, 2021 at 03:26 PM

    Thanks Mark.

    I've added that Widget, and applied the same conditional logic as the instructions in the URL.

    Unfortunately when I add /edit to the URL, I get a 404.

    This is the form's URL: https://form.jotform.com/213285013949054

    So I expected https://form.jotform.com/edit/213285013949054 to work - but clearly it isn't right. How do I find the edit URL?

    And then next question - how would the Approver be made aware of this edit URL - ideally they would be sent an email - would this have to be done via Approval Flows?

    Thanks

    Rich

  • Profile Image
    Gilbert_P
    Answered on November 25, 2021 at 04:56 PM

    Hello Rich,

    I have cloned your form and made some changes to it to address your concerns. Basically, this will be the flow of the form.

    1.) The Confidential Reference fields are initially hidden since this is for the approver. When the user/applicant fills out the form, he can only fill it out until Page 3.

    2.) Once he submits the form, a notification email will be sent to the Approver where he could click on an Edit link

    1637876384_61a002a0a4016_

    3.) Once he clicks the Edit Submission link, he'll be redirected back to the form with all the initial data in it. The Confidential Reference fields will then be shown via the condition I set on the Get Form Page URL widget

    4.) Once he fills out the part he's supposed to and clicks the Submit button, the completed form will then be sent to the Form Owner

    Some notes about the form:

    • There are two notification emails set, one is for the approver and the second one is for the form owner or whoever is the one who will receive the complete copy of the form.
    • Here is the link for the cloned form: https://form.jotform.com/213286073448964
    • If you want to test it out, just clone it again and feel free to edit it to your liking

    Let us know if you have any other questions or concerns.

  • Profile Image
    RHemery
    Answered on November 26, 2021 at 04:24 AM

    Hi Gilbert_P

    Amazing, thank you so much, really appreciate it!

    That's working well now.

    1) When the Approver clicks the 'Edit' link in the email notification, is there any way for them to be taken directly to their section of the form (the Confidential Reference section?) Or would they have to click 'Next' a few times?

    Thanks

    Rich

  • Profile Image
    Patrick_R
    Answered on November 26, 2021 at 05:20 AM

    Hi Rich,

    > 1) When the Approver clicks the 'Edit' link in the email notification, is there any way for them to be taken directly to their section of the form (the Confidential Reference section?) Or would they have to click 'Next' a few times?

    There are different ways to achieve this. One approach is to just pass the modified edit URL to the user that directly takes them to the 4th page.

    So, you can change the {edit_link} identifier to https://www.jotform.com/edit/{id}?jumpToPage=4

    This will take the user to the Confidential Reference section that is on the 4th page of your form.

    Please give it a try. Let us know if you come across any questions.

    Thank you!

  • Profile Image
    RHemery
    Answered on November 26, 2021 at 09:02 AM

    Thanks Patrick_R


    There is now just one area I am struggling to work out.

    Here is my form: https://eu.jotform.com/build/213292272752960

    When the student submits Step 3 (Wixams Academy Sixth Form: Application for 2022 Entry), it currently triggers an Approval email, which is going to rich@dream-digital.co.uk (I was just testing it worked correctly).

    However the Approver's email is going to be different for each application form. Hence why it asks for the Approver (Head of Year's email) on Step 3.

    1637935255_61a0e89713c4a_Head of Year.PN


    Is this possible? When I try to edit the below it only lets me type in an email as opposed to using a {form_field}:1637935190_61a0e856ac249_Approval.PNG

    1637935201_61a0e861be09b_Approval 2.PNG

    Hope this makes sense

    Thanks a lot

    Rich

  • Profile Image
    Jovanne_A
    Answered on November 26, 2021 at 09:17 AM

    Hi,

    You can use the Change Email Recipient condition and set the recipient to the approver's email.

    GUIDE: How-to-send-email-based-on-users-answer

    1637936203_61a0ec4b31ec8_

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

  • Profile Image
    RHemery
    Answered on November 27, 2021 at 06:53 AM

    Perfect, thanks

    Jovanne_A


  • Profile Image
    RHemery
    Answered on November 27, 2021 at 07:16 AM

    Apologies this is not working for me.

    I've set up the Condition as suggested:

    1638015314_61a22152bee55_

    Expected behaviour = user types in their Head of Year's email address (which could be anything) - and then the Notification for Approver email (below) should send to that email address, so they can 'Edit' it further.

    At the moment no email is coming through. Is it being blocked because the 'Notification for Approver' email has rich@dream-digital.co.uk (and it looks like you have to have something here?)

    1638015394_61a221a2a4ee6_


    Thanks for your help.


    Rich

  • Profile Image
    Billy_G
    Answered on November 27, 2021 at 07:28 AM

    Hi Rich,

    Allow me to check further.

    I'll reach out again as soon as I have an update.

    We appreciate your patience and understanding.

  • Profile Image
    RHemery
    Answered on November 27, 2021 at 07:50 AM

    Thank you Billy_G

  • Profile Image
    Billy_G
    Answered on November 27, 2021 at 08:19 AM

    Thanks for patiently waiting.

    I was able to replicate the issue on a cloned version of the form.

    The fix was simple, just remove the Notification for Approver and add it again. Don't forget to set the condition as well. That should fix it.

    We'll be waiting for your response.

  • Profile Image
    RHemery
    Answered on November 27, 2021 at 09:13 AM

    Thanks Billy_G - that has worked (the approver is sent an email).

    However the 'Edit' link in the email doesn't contain the edit URL. Can you please help with what this should be:

    1638022344_61a23cc8af96e_


    1638022391_61a23cf738452_


    The only Approval email had this but I'm not sure how I can add the 'edit' link to this new email. Where is this found?

    1638022556_61a23d9ce2664_

    Many thanks

    Rich



  • Profile Image
    Ahmed_S
    Answered on November 27, 2021 at 09:41 AM

    Hello Rich,

    The marked field "Get Page URL" is not precisely the edit link, the Get Page URL returns the URL used to open the form, so if it was opened with the edit link it will return the edit link used, and if the form was opened with the form URL it will return the URL of the form as in the case of your screenshot, if you want to show the Edit Link directly you can add it to the email from the Form Fields option as you can see in the below screenshot, or add the edit link identifier {edit_link} to the body of your email.

    1638023653_61a241e522737_7.png

    Also if you are applying the solution provided by my colleague Patric in a previous reply to navigate to page 4 with the edit link, then you shall add this modified URL https://www.jotform.com/edit/{id}?jumpToPage=4 .

    Please let us know if you need further assistance, we are happy to help.