Approval Workflow: Allow approver to specify which option he wants to approve

Hi;

Once my client fills out the form, my flow is set up where it is sent to the recipient for an approval signature. However, the form that they are sending will have a price quote with two different options; what is the simplest way to incorporate a required "choice of "A" or "B" along with their signature? This will have to be set up in the approval process, as my client (the roofer) is filling out the initial form (quote form) and then when they sumbit, it is sent to their customer for approval (and which price option they choose). Please help me figure out the best way to do this. I was reading up on approval elements but can't seem to figure out the best way to make this happen. Thank you!!

Hello,

To clarify, are you looking for the simplest field where to put the quotes? If so, you can use a Single Choice field and set as required. Once they've chosen a price, they can submit the form and the Approval Workflow will begin. Our guide on Approval Workflow also details how you can add a signature on the form, please visit our guide on this page.

I understand that process in the workflow. The issue is, two different parties will be filling out this form.

Party 1: the Roofer, filling out the details of the quote. In this quote, they will provide (2) pricing options for the customer.

Party 2: Via the workflow, this form is now sent to the roofer's customer, who in turn needs to sign to approve. But we also need a way for them to "choose" which price out of the two options (filled out earlier by Party 1 as two different choices) to approve. I do not see a way on the actual "approval" part of the work flow where their is the option to add items other than the signature?

What we need is a way for the customer (party 2) after receiving the email to "approve," can also select which option to actually approve (without having to send multiple emails).

Your help is greatly appreciated! thank you in advance :)

I'm checking your options now. I'll get back to you as soon as possible.

For your requirement, the simplest way to let Party 2 know what they're actually approving is to include a description of the pricing on the email that they'll receive for approval:

Add a description of the two pricing option at the bottom of the template. And you can also include the answer of Party 1 in the same email. On the above screencast, {pickA} is the element which will display the answer of Party 1 in the email. Once Party 1 submits the form, Party 2 will receive the below email:

I think we are on the same path, however i need Party 1 to provide 2 options,

then Party 2 will choose one of the two options and provide a signature.

Can this be accomplished using the same method you just described? thank you so much for all your help!

On that case, you'll need to add the Edit Link on the email:

This will allow Party 2 to view the same form and also enable them to edit it.

Sorry to keep bothering you guys with this, but I tried to set it up the way you described and this isn't working (see screenshot below of the email i received). Please let me know what i'm doing wrong.

Party 1 (roofer): they need to be able to fill out the initial form, include two price options, and then click submit so the form goes to:

Party 2 (roofer's customer): after receiving the custom quote, with two different price options, they need to be able to select one of the two options listed and sign for approval.

Please help, i cannot figure this out. Thank you so much in advance. If I can get my client using this system for these quotes I can see them using Jotform for a lot of their forms.

Hello flyingnapkins,

I made several tests on a cloned form and I think I was able to achieve what you're looking to happen on your Approval flow. You can refer to the steps below.

1.) On your form, add a section for the approver where he can select which Job Price option to approve as well as a Get Form Page URL widget (set the widget as hidden).

2.) Next, add a condition to show the approver fields when the Get Form Page URL widget contains the word "edit".

Guide: How to Show or Hide Fields Based on User’s Answer

3.) On your Approval Flow, go to the Settings tab and set the 'Restart Approval Flow on Submission Edit' to Disabled. This will prevent the approval flow from restarting when the approver edits the submission

4.) Next, go to the Build tab of your Approval Flow, and on the Approve & Sign Properties, click the Edit button beside the 'Customize Signer Request Email'.

5.) Add a new row and add the Job Price approved form field then click Save. Do this as well on the other approval emails if you want the recipient to see what Job Price option was approved

6.) On the same email content, add the {edit_link} from the Form Fields section to allow the approver to edit the submission and be able to select which Job Price he wants to approve. Don't forget to click Save

You can now do a test submission on the form. Basically, what will happen is after the initial submission, the approver will receive the approval email. Before he approves the submission, he can click on the edit submission link first so he can choose which Job Price option he will approve. The condition we set earlier will be triggered since editing the submission will contain the word "edit" on the URL. The fields we added earlier will now be displayed for the approver. After he selects the Job Price option he wants to approve, he can re-submit the form and then go back to the approval email he received. He can then proceed with the approval of the submission where he can see the form field for the Job Price that was approved.

Here is my demo form where I made these changes: https://form.jotform.com/220974725495972

Feel free to clone it if you want to check its back-end and be able to compare it with your form.

Would this work for you? Let us know if you have further questions or concerns.

Is there any way possible for party 2 (the roofer's customer) to choose the price option and click the approval button in the same email without having to click a link, choose a price, then go back to the approval?

We are trying to make this as simple as possible for the end user.

Please let me know, thank you again in advance.

Please allow me sometime to check your options again and I'll get back to you the soonest possible time.

Hello flyingnapkins,

I've revisited all of your comments on this thread. As I understand, this will be only one form to be filled by the end user (approver). The Roofer will not fill a form, but they will have to create the form with their pricing.

Once the Roofer creates the form, they'll send it to the end user to sign and approve.

The Roofer can customize the form to their liking. Adding more fields to get more information from the user. Or Simply add a Paragraph field to explain the pricing, a Single Choice field to let the end user pick which price they'll take and a Signature field. As I can see, that's the easiest way of doing it. No approval flows, no conditions and no emails to customize. Just an approval form that the Roofer will send to their customers.

If that works for you, please view, clone and use the form here. If it doesn't, please follow our guide on this page, it's the same guide I initially gave.

The only problem with this, is they may need to send out multiple quotes on the same day to different clients, and each would be different job details and prices. The roofer needs to be able to input each client so after clicking "submit" the approval is automatically emailed to the client that they just input the info for. If we tried using the basic form like you set up the example with, they would have to manually copy the link to the quote and paste it into an email to send to the customer.

i think the only way we can get this to work is to simply create two emails, one for each price and let them approve whichever one they choose. I just hope this isn't confusing for people. Would love to see you add the "widgets" section to the actual approval flow so you can add additional options rather than just submitting for a signature only.

I do appreciate all your help though. If you have a better idea for this then please let me know. Thank you guys so much!!

If it makes any difference, the Roofer can simply send the link within the Form Builder. He can invite his clients directly in the form:

On both the Approval Workflow and Form, the Roofer will still need to edit/create the pricing every time there would be a different quote. He can also create a multi-page form where he puts all his pricing and the specific page will appear based on his clients response.

I can forward your request to our developers as a Feature Request. Do you have any specific widgets in mind that you want to see in the Approval Workflow?

I see what you are saying about the multi-page form, then i could create an exact "flow" depending on which price option they choose. Then that form would be the one emailed for a signature, correct?

If i can figure out how to do that it may be possible that would work. I'm trying to keep this system as easy as possible for both my roofing company client (and their sale staff who will fill out the quote forms) and the customer that will need to sign to approve the quote so the job can be scheduled. I'm afraid sending two different emails with two different prices may be confusing for their customers, so was hoping to find a work-around.

Thanks for passing that info along to the developers! I love the widget options but they are only available to add in the "form" builder. You don't have the options of adding anything to the "approval" page/part of the flow. I just think it would be great to have the widget feature where someone can choose from several options and submit their choice along with a signature all in the same one approval document (then a copy is emailed to all parties). This would allow a lot of companies to send price quotes for approval when they have various options to choose from (different priced/quality materials, rush-orders vs. normal time frame, etc.).

Again, thank you so much for your help. If the multi-page doesn't work the way we need it we will just create two forms for each sales person so they can send two prices and the customer will just have to approve one of the two emails (depending on which price they choose).