Approval Flows : 2-step Approver

Hi,

I have a service report in which i would like to have 2 level of approval - internal and external using the same form except that the final approval will be from the client / customer before sending back to us the signed copy.

can you show me the workflow for this process?

Thank you so much

Hello Rasyid,

Thank you for reaching out to Jotform Support. I understand how difficult and stressful this is. Let me help you with it. As I checked your flow, it seems that you have only put on 1-step Approval. As I understood, you want 2-step approval, do you mean two users internal and external will approve prior it to be sent to the Final Approver? Or you want one external approval and then the Final Approver is Internal and send it to the client/customer?

Once we hear back from you, we'll be able to move forward with a solution.

Hi Myla,

my response as follows below:

"As I understood, you want 2-step approval, do you mean two users internal and external will approve prior it to be sent to the Final Approver?" 

what I meant here is that the client/customer is the external approver and is also the final approver and must endorse the service report. Once it is signed, the system will automatically send the approved and signed service report to the requester.

For internal approval - only 1 (that is the supervisor of the requested based on input field gathered from the original form)

Hope it clarifies, thanks!

Hello Rasyidba,

Thanks for getting back to us. Is it necessary to send an email when the Approver approves the form on the first task? If not, this is how you can set it up:

From what I understand from your initial concern, here's how your approval workflow would go:

1. Client submits the form, approver approves or denies the task.
2. The requestor receives the email - do any modification will happen here? we can include a conditional branch under this element if that is the case. (Please describe the fields involved in this task)
3. Client will then receive the modified submission, approve and sign it, then an approval confirmation will be sent to the requestor again.

If this is not what you are looking for, can you explain a bit more about what you want to do so we can help you with this?

As soon as we heard back from you, we'll be able to move forward with a solution.

Hi Sheena,

Thanks for your prompt response! My Response is as below in red:

"Is it necessary to send an email when the Approver approves the form on the first task? If not, this is how you can set it up"

No, Not necessary for the first approver which is usually the Supervisor of the requestor.

From what I understand from your initial concern, here's how your approval workflow would go:

1. Client submits the form, approver approves or denies the task.

this part isn't supposed to be the client yet instead it should be the supervisor who is the approver for the task for first-level approval but the workflow here is correct.

1. The requestor receives the email - do any modification will happen here? we can include a conditional branch under this element if that is the case. (Please describe the fields involved in this task)
2. Client will then receive the modified submission, approve and sign it, then an approval confirmation will be sent to the requestor again.

Yes, this is exactly how the workflow should be. No modification is required at this point in time for no. 2.

However, would just like to clarify, once the supervisor approves it, will it be auto-sent to the client/customer based on the workflow below:

if it does not auto-sent to the client e-mail based on the field " Client / Customer E-mail Address". What is the additional step for this? could you advise?

Thank you

Hello Rasyidba,

Do you mean once the first approver approves the approval, an email about the approval result will be sent to the Client/Customer E-mail Address before the second level of approval?

As soon as we hear back from you, we can move forward with a solution.

Hi Jovanne,

No. Once the first approver (supervisor) approves the service report, it shall be sent to Client Customer for the second and last approval process (endorse & approve).

Hope it clarifies

Thank you.

Hello Rasyid,

Thank you for your feedback. I’ll need a bit of time to look into this. I’ll get back to you as soon as I can.

We appreciate your patience while we work on a solution.

Also, is there a way for the external client to skip the login to Jotform to approve? (see below for reference) I do not wish for our customer to sign in or sign up an account with Jotform to approve. Is there a way to bypass this requirement through the conditional logic design or anything?

Many Thanks!

The customer is prompted to sign in / sign-up to approve...

Hello Rasyid,

I checked your form's approval flow and found that you have added Approve & Sign element and you have already disabled the Require login for Approver as shown in the screenshot below:

When your approver click on the action button to approve or deny submission, is it still asking to log in? I would suggest you to please test your approval flow again by sending a test submission and let us know if the issue persists.

Once we hear back from you, we'll be able to help you with this.

Hi Ashwin,

yes , you are right, i did disable the "Require to Login for Approver" option but it still prompted the customer to login to approve.

There is no prompt to sign-in or sign up to approver for the Approver (first level of approval in the workflow) though.

Kindly advise on this?

Customer e-mail notification to endorse and sign but there is no endorse & sign or Reject at the notification page. Instead, it prompted the customer to go to inbox (which technically needs them to sign in / sign up for a jotform.com account)

Hello there,

Thanks for getting back to us. When I cloned and tested your form, the same thing happened to me. After investigating it a bit, I found a solution. It's really easy to fix. Simply remove the existing Approve and Sign element and then add it again. Make sure that the Require login for Approver is unchecked.

Here's the result:

Give it a try, and let us know how it goes.

Hi Sheena,

Thanks for your reply. I did try it and it works!

However, I did a check on the approval status of the Service Report after it has already been approved and endorsed by the customer but it shows as "In-Progress"

Could you advise on why it displays as "In-Progress" instead of "Approved" Status?

snapshot of the final service report form after it has been approved by the customer

is it because I did not end the workflow?

Thank you!

Hello there,

Please allow me some time to check on this and get back to you with relevant information.

Thank you.

I cloned your form to test and as soon as the submission was approved by the customer, the Approval Status has been changed to Approved.

Is the issue existent in your form still? Are you accessing your PDF via PDF Editor?

I mean the Requester received the service report as "In-Progress" in e-mail notification despite being approved by the customer (last approver) .

How did you manage to view it as "Approved" Status? did you view it via inbox instead of the e-mail notification?

Thank you

Hello,

I did a test again but I was unable to replicate the issue still. The PDF attached in the email sent to requestor has approved as its status.

Can you please go to your approval flow, disable and enable Send submission PDFs?

If the issue persists, kindly try deleting and recreating the emails. Let us know how it goes.

Hi Cecile,

Yes, it works fine now.

Thank you so much for your assistance!