How can I create approval workflow in JotForm?

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    roziman rahman 
    Asked on July 09, 2014 at 08:41 PM
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    ashwin_d
    Answered on July 10, 2014 at 12:06 AM

    Hello Roziman,

    Unfortunately there is no built in feature to create workflow forms. But it is still possible to create such forms by taking advantage of a combination of our "Conditions", "Auto-responder" and "{edit-link}" features. Here are the steps you should follow:

    1. Create a form with two sections in form. One will be filled by user and the other section will be filled by the admin / user who can approve.

    2. Add two form collapse in your form before and after the section to be filled by admin users.

    3. Add a text box in your form to ask users for a pass / access key and based on that only the second section of your form will be displayed (please do not use the word password in the textbox question label). Check the example screenshot below:

    4. Add condition in your form to show / hide the form collapse if the value of the access key matches. The following guide should help you add conditions: https://www.jotform.com/help/57-Smart-Forms-Using-Conditional-Logic

    5. Add one notification email alert and one auto-responder in your form. One to be sent to the admin users to complete the rest of the form and the other one to be send to the user. Following guides should help you:

    Add auto-responder: https://www.jotform.com/help/26-Creating-a-Form-Autoresponder

    Add notification:  https://www.jotform.com/help/25-Setting-Up-Email-Notifications

    6. In the notification email alert, you should add a {edit_link} which will allow your admin user to be able to edit and complete the rest of the form. Please check the screenshot below on how to add the {edit_link}: 

    7. Add condition in your from to check if first section of your form is filled then send the submission notification email to the admin user email address.

    9. Add another condition in your form to see if the second section of the form is filled, then only send the auto-responder emails. Once admin user submits the form the auto-responder email will be sent to the user. The following guide should help you on how to send conditional emails:  https://www.jotform.com/help/167-How-to-send-to-a-specific-email-address-based-on-a-selection

    Hope this helps.

    Do get back to us if you have any questions.

    Thank you!

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    Lisa
    Answered on March 02, 2015 at 07:03 PM

    Thanks

    That works great

    Lisa

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    raul
    Answered on March 02, 2015 at 10:26 PM

    On behalf of my colleague, you're welcome.

    Please feel free to contact us again, should you require our assistance.
    Thank you.

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    Juan Alvarado 
    Answered on March 28, 2016 at 04:16 PM

    I need to create a form where my customers can select options and see what they create before they order. is that possible? or should I look for certain software to do that?

     

    Thank you for your help

    Juan Alvarado

     

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    Kiran
    Answered on March 28, 2016 at 05:50 PM

    @Juan,

    Your query is moved to a separate thread and shall be addressed there shortly.

    https://www.jotform.com/answers/804559

    Thank you! 

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    Lucy 
    Answered on July 19, 2016 at 01:21 AM

    Hi,

    I see the original question regarding the workflow was answered in 2014, is this still the process we would need to follow or has jotforms now catered for the approval workflow in their forms?

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    Kiran
    Answered on July 19, 2016 at 02:25 AM

    @Lucy,

    Your question is moved to a separate thread and shall be addressed there shortly.

    https://www.jotform.com/answers/885670

    Thank you!