Can the form be set to only send an autoresponder email once on the first form edit?

Hi there. I have created a Professional Development Application form that has a series of hidden fields which multiple people in our organisation need to fill in after the form has been received. In the notification email I have an EDIT SUBMISSION link which the first reviewer clicks on to add certain details to the hidden fields, including selecting whether or not the approval is granted for the employee to attend the professional development course.

I have created a second autoresponder email that is sent based on conditional logic - when the first reviewer selects 'yes' for the approval granted question, an approval email is automatically sent. To allow that to be sent, in the autoresponder email Advanced Settings I had to select the "Send email on form edited" option.

One of the fields initially hidden to the original person completing the application form is a multiple choice question. Based on the option selected at that question the notification email is sent to a different employee who then has to complete the next part of the approval/registration/payment/filing process. To record the next details to the form, the next reviewer clicks on the EDIT SUBMISSION link in the notification email and adds their details. They then select the next person in the multiple choice question and save their details, and the notification email then goes to the next person in the process.

The problem is that evey time someone edits the form, the original applicant receives the approval autoresponder email again.

Is there a way I can just have that email sent to them once? I don't want them receiving it multilple times.

I've tried to work that out with conditional logic, but I can't see a way to make that work.

Once option would be to use an Approval workflow, but that would require the first form reviewer to do two processes: (1) to approve the application, and then (2) edit the original form to add the extra details from their approval process. I would prefer they didn't need to do two separate processes.

Hi Michael,

Thanks for reaching out to us for help. It's because the condition is always true where the "Approval to attend" is equal to "Yes" which is why it's always being sent to the original applicant after every edit on the form. What you can do is add another condition to change the value of the "Approval to attend" field to "No" when the 2nd reviewer is editing the submission. Here's a sample condition:

You can check this guide for more details on this type of condition. You can set any IF rule but the important thing is that this IF rule is triggered after the next reviewer edits the submission (probably a field that will be filled by the 2nd reviewer, etc.) so that after his submission, the "Approval to attend" field is conditionally set to "No" to prevent the re-sending of the other autoresponder email to the original applicant.

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

Thanks Gilbert. I appreciate your quick reply.