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    Collaborate on a form before submission

    Asked by James Sanders  on August 29, 2014 at 02:38 AM

    Hi,

    I have a form that multiple people will collaborate on a single entry before it is submitted. 

     

    This it he process:

    - one user creates a form

    - user emails a link to the form to 5 people

    - at different times the 5 people independently update the form. When someone updates the form, it is saved and when the next person visits the form they see the latest edits

    - once the 5 people finish editing the form, the original user is notified and they submit the completed form to the db

    could you tell me whether this is achievable and if so, how to set the form up? Or direct me to relevant pages. 

     

    Thanks

    Emails next different saved
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    JotForm Support

    Answered by Welvin on August 29, 2014 at 05:04 AM

    Hi James,

    We do not have a direct feature for this sort of workflow, but this is possible by using our conditional logic and edit link features.

    1. You have to create the form, create a section for anyone who fill up the form. For example, add a textbox for person 1, another textbox for person 2 and so on.

    2. After completely adding your form fields, create a form notification email: https://www.jotform.com/help/25-Setting-Up-Email-Notifications. If 5 people will fill out the form, then create 6 notification. Why 6? Because 5 for the people who will fill out the form, and 1 for the original user who will be notified when these 5 people completes the form. 

    **Important: Don't forget to add the EDIT Link in each of the notification email: https://www.jotform.com/help/40-How-to-Let-Users-Update-Their-Form-Submissions-on-a-Later-Date. Person 2 and the rest will use the edit link to continue and see previous data.

    3. After adding notification email, create a conditional logic. Add that if the textbox for person 1 is filled, send 1st email to person 2. Same process for the rest of the person. Please refer to this guide: https://www.jotform.com/help/167-How-to-send-to-a-specific-email-address-based-on-a-selection. For example:

    4. Lastly, create your form conditional logic - combine all the 5 textbox. Send it to the original form user. For example:

    You have to select "If **ALL** of these rules are matched:".

     

    The overall process works like this:

    1. First person will submit to the form. The first email condition is triggered and sent to the second person.

    2. The second person receive the email, this person click on the Edit Link to fill out his/her part. He/she submit the form and the second email condition is triggered and sent to the third person.

    3. Same process for fourth and fifth person.

    4. After all fields are completely filled (fifth person is the last), and submitted, the 6th email condition is triggered and sent to the original user.

     

    Let us know if you need any further assistance.

    Thank you!

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    Answered by James  on August 29, 2014 at 04:12 PM

    test

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    Answered by James  on August 29, 2014 at 04:15 PM

    Thank you for this detailed explanation. I have a few more questions:

    1. does the edit link URL change every time a person submits their changes to the form?

    2. if the 5 people's details are known in advance, can all their details be entered and they'll all get an email each the form is updated/submitted?

    3. if person 2 edits the form and submits their changes, then person 4 does the same. Can person 2 go back and edit the latest version of the form? Would they use the edit link form the email that is generated when person 4 saves their changes?

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    JotForm Support

    Answered by jonathan on August 29, 2014 at 05:07 PM

    Hi James,

    Thank you for contacting us.

    First, I recommend that you create your JotForm account (for FREE) if you haven't done so yet.

    Use this link http://www.jotform.com/signup  or go to JotForm page http://www.jotform.com and signup. By signing up, you will be advanced already on the feature and functionality that JotForm have. And we will be able to dedicate assistance for you since you will have an account already.

    As to your next questions:

    1. does the edit link URL change every time a person submits their changes to the form?

    Yes. 

    2. if the 5 people's details are known in advance, can all their details be entered and they'll all get an email each the form is updated/submitted?

    Yes. All 5 people just need to know the EDIT URL link also.

    3. if person 2 edits the form and submits their changes, then person 4 does the same. Can person 2 go back and edit the latest version of the form? Would they use the edit link form the email that is generated when person 4 saves their changes?

    The latest edition done on the form will be the data/information that will be in the form. The last edit and submit(save) will be always be the saved changes.

    Hope this answers your question. Inform us if you need more assistance.

    Thanks.

     

     

     

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    Answered by jamesforpm on September 03, 2014 at 05:53 PM

    Hi - why couldn't I use the approach described here http://www.jotform.com/help/97-How-to-Save-Forms-to-Continue-Later as long as my form has multiple pages?

    Could I create the form with a unique session ID and then send that to my five people to fill out? This way the URL/edit-link does not constantly change and my users can just refer to the original link that is provided and whenever they open it, the latest data will be displayed.

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    JotForm Support Manager

    Answered by Jeanette on September 03, 2014 at 10:10 PM

    Yes, you can create a workaround where all people have access to same Session ID which in this case would be the email variable field. So, all the 4 persons should have access to this link in order to apply the scenario described in http://www.jotform.com/help/97-How-to-Save-Forms-to-Continue-Later

    And like Jonathan explained to you, the latest edition done on the form will be the data/information that will be in the form. The last edit and submit(save) will be always be the saved changes.