How to create conditional approvals to send based on what users select

  • pmwither
    Asked on July 15, 2022 at 2:41 PM

    On the form linked below, we have a boxes where someone can add the names of Deacons or Elders who have approved this expense. We would like for that list to be a dropdown of names for each and the user could select between 1 and 3 people who have approved the expense. This is the easy part and I know how to do this.

    However, we would like the dropdown to include their name but then the user's selection would do a lookup in a table to get their email(s) that are then used in the approval workflow.

    So, rather than listing who has approved the expense, we would use this form to actually route for the approval. Is this possible?

  • Parker JotForm Support
    Replied on July 15, 2022 at 4:25 PM

    Hi pmwithher,

    Thanks for reaching out to Jotform Support.

    I see at the bottom of your form, you have a checkbox in dropdown widget. To do what you want, you'll need to use either a normal dropdown or multiple choice field as the widget can't be used in conditional branches of the approval flow.

    Once you change to one of those field types, in your approval flow you can create conditional branches. Then when the user selects those fields you can direct the approval flow to send the approval to specific people based on what's selected. This won't be able to pull the email from the table, but you'll be able to specify the recipient of the approval in the approval flow.

    This way you can create a condition when user selects person A, then the conditional branch can be made for if Person A is selected to route the approval flow to then follow that path where you can set the approver to be that person.

    Give this a try and let us know if you have any other questions.

  • pmwither
    Replied on July 15, 2022 at 4:35 PM
    Ok. Thank you. This was the best I had come up with too so I was hoping there was a better option. There will be about 20 different men in this list so that’s a lot of conditional options to maintain.
    Thanks for the reply,
    Phyllis Withers
    First Presbyterian Church, Stanley, NC
  • Jovanne JotForm Support
    Replied on July 15, 2022 at 5:50 PM

    Hello pmwither,

    My colleague's suggestion is the most application workaround for your requirement since you want to use the approval workflow on your forms for approval. You can check this guide to further help you with approval workflows.

    Let us know if there’s anything else we can help you with.