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We believe that if one user has a question, there could be more users who may have the same question. This is why many of our support forum threads are public and available to be searched and viewed. If you’d like help immediately, feel free to search for a similar question, or submit your question or concern.


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    Submitted Form Processing Related Questions

    Asked by AxMann on August 14, 2014 at 12:08 PM

    Hi,
    The company I work for would like to use JotForms, if it supports our requirements. Could you please answer the Submitted Form Processing related questions below?:

    4 DOCUMENT PROCESSING WORKFLOW
      Our Intended Workflow:
    i) Potential client submits signed Registration Form with at least two attachments
    ii) Our Administrator and Back-Office staff have access to these submitted forms.
    iii) Back-Office staff check the form, and, if complete, they process the application.
    iv) Upon successful processing Back-Office staff should mark the Registration Form as “Approved” AND be able to forward the Approved Registration Form to the “Compliance” department.
    v) Back-Office staff should no longer have access to the form once forwarded to “Compliance”. Any Administrator staff, should always be able to access all forms, both “New” and “Approved”
    a How do we view the submitted form in the UI
    b How do we view the submitted attachments in the UI
    c Can our Administrators view and access all submitted forms all of the time?
    d Can our Back-Office staff be set up to only view and access those forms not yet forwarded to our “Compliance” dept.
    e While processing the form can Back-Office decide which department the form should be forwarded to (e.g. to Accounting or Compliance.)?
    i. Can Back-Office no longer have access to forms after they have processed and forwarded the form?
    ii. Forms forwarded to Accounting are not visible to Compliance, and vis-a-versa."?
    iii. Can we reject the form, send it back to the client to make a change, then have them re-sign/re-submit it?


    Many thanks,
    Axel

    form processing registration form office table
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    JotForm Support

    Answered by Kiran on August 14, 2014 at 03:34 PM

    Dear Axel,

    Thank you for your interest in using JotForm. I am gathering necessary information for your queries. I'll update the thread with relevant information at the earliest possible.

    Thank you for your patience.

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    JotForm Support

    Answered by Kiran on August 14, 2014 at 09:28 PM

    Thank you for being patient. Please find your questions in colored and answers below

    i) Potential client submits signed Registration Form with at least two attachments

    ii) Our Administrator and Back-Office staff have access to these submitted forms. 

    iii) Back-Office staff check the form, and, if complete, they process the application.

    iv) Upon successful processing Back-Office staff should mark the Registration Form as “Approved” AND be able to forward the Approved Registration Form to the “Compliance” department. 

    v) Back-Office staff should no longer have access to the form once forwarded to “Compliance”. Any Administrator staff, should always be able to access all forms, both “New” and “Approved”

    It is possible by having multiple conditions in place and sending notifications to respective staff member at different stages. Please go through the threads following threads that provides you an example.

    https://www.jotform.com/answers/360763

    https://www.jotform.com/answers/416177

    a How do we view the submitted form in the UI

    b How do we view the submitted attachments in the UI

    The guide How-to-view-Submissions is helpful in viewing submissions and attachments

    c Can our Administrators view and access all submitted forms all of the time?

    Yes.

    d Can our Back-Office staff be set up to only view and access those forms not yet forwarded to our “Compliance” dept.

    The users shall be able to access submissions once they are provided with access to the forms

    e While processing the form can Back-Office decide which department the form should be forwarded to (e.g. to Accounting or Compliance.)?

    This can be set through conditions

    i. Can Back-Office no longer have access to forms after they have processed and forwarded the form?

    ii. Forms forwarded to Accounting are not visible to Compliance, and vis-a-versa."?

    The users shall be able to access submissions once they are provided with access to the forms

    iii. Can we reject the form, send it back to the client to make a change, then have them re-sign/re-submit it?

    This is possible by adding Edit link in the auto-responder email and users can edit teh submissions by following How-to-Let-Users-Update-Their-Form-Submissions-at-a-Later-Date

    Hope this information helps. Please get back to us if you have any other questions. We are happy to assist you.