Help with a form that requires two people to fill out

I have read some other posts on this topic as well as info on approval flows, but I'm still confused on how to do what I want.

I have a form that is a consent to perform surgery on a pet. Rather than have dozens of forms (one for each type of surgery), I want to have one form where the type of surgery and some associated info is filled in by a member of my team. The pet owner then fills out the rest of the form and when they submit, it is sent to my office. We would use this one form many times per week for different clients.

Is this feasible?

thanks!

Susan

Hi Susan,

Thanks for using Jotform. Yes, this is possible by setting up an Approval Flow. We do have a guide that you can follow about A General Approach on Building an Approval Process Workflow. If you don't want to use an approval flow, you can use a form to form prefill instead, or do Prepopulating Fields to Your Jotform via URL Parameters.

Let us know if you have any other questions.

I have been trying to use the Approval flow process to no avail. Here's the scenario: I need a form that my team member fills out first, then the client. We don't have an approve or deny situation. The form needs to go to two people in sequence and each person fills out part of it. When it's completed by both parties, it is emailed to both parties. I just can't wrap my head around how to do this.

Here is the form: https://form.jotform.com/222726273967264

My team member fills out the first section. My client fills out everything else. Most of the fields are required for the client to fill out.

Questions (I'm sorry if they are stupid, I'm really struggling with this concept):

1) Do the parties have to fill this out in order? Does my team member fill it out first and then somehow my client is notified to fill out their part? Is my client sent a link automatically or do we have to forward a link? Bear in mind that several clients may be using this form at any given time.

2) Should there be a Submit button for the first section that my team member fills out and one at the bottom for when the client fills out their part?

4) How can my team member fill out only the first section and submit when most of the other fields are required (but need to be filled out by the client)?

Thanks for any guidance,

Susan

Hello Susan,

Thanks for providing additional info about your concern. What I can suggest about the flow that you want is, to create a conditional logic that will unrequire the required fields. Once you set up the conditions, the team member will be able to submit since the required field will be unrequired. Here's a guide you can follow about Smart Forms: Conditional Logic for Online Forms.

Regarding the Approval Flow, yes, this will be in order. Your team member will have to fill it out first before it gets sent to the client. A link will be emailed to the client to fill out the form. I would suggest following this guide to easily create the Approval Flow.

Give it a try and let us know if you need any help.

Thank you so much for your patience as I stumble through this!

I had thought of using a condition to change whether a field is required. I use it frequently on other forms. But for this one, I get stuck at the first step. What goes in the IF, STATE, and VALUE fields to set up the condition?

Gratfully,

Susan

Hello Susan,

Thanks for reaching out to Jotform Support. I understand that you want the form to be filled up by multiple users in sequence. I think this is possible with the Approval Workflow but it may or may not involve an Approve action to pass the form to the other user. Please give me time to test and create the demo form for you. I'll get back to you as soon as possible.

Let us know if you have any other questions.

Thanks for waiting. Here's what I came up with and it works on when I tested it. No need to involve the Approve actions, it will simply pass the form to the other person to fill it out.

My sample form contains the following fields. Please note that I used the Short Text field to collect names. This is necessary as it is needed in the Condition logic.

• Get Form Page URL widget - - Set to Hidden
• Client Name (Short Text field)
• Email Address
• Approver 1 (Short Text field) - Set to Hidden
• Phone number - Set to Hidden
• Paragraph Field - Set to Hidden
• Approver 2 (Short Text Field) - Set to Hidden
• Address - Set to Hidden

Use the Show/Hide Field condition to show the hidden fields if the right user turns to fill up the fields. For example, if the fields Client Name is filled, Email is filled, and the Get Page URL contains the word "edit", it will display the field Approver 1.

Use the Enable/Require Field condition to make the fields required only if it's the right user's turn to fill out the fields. For example, if the field Approver 1 contains the word "Approver1 name" (Name of the first approver) and the Get Page URL contains the value "edit", it will require the field "Phone Number".

It is important to put the name of the user to fill up the portion of the form in the Value. This will filter who is the correct person to fill out the field. It will prevent other users from filling out the field that is not theirs.

Since the form is submitted multiple times, use the Change E-Mail Recipient condition to send out the Notification and Autoresponder email only if the last field of the form is filled out. See the image below.

Here's the workflow. I used the If/Else Condition to designate the email with the edit link to the corresponding user (Approver). To add the condition element, just click on the Add Element button on the upper right of the page.

Here are the elements of this Workflow.

• Form
• If/Else Condition
• Email

Here's the If/Else Condition. If the field Phone Number is filled and if the Get Page URL contains the word "edit", it will execute the IF and Else action.

If the condition above is False, it will send the following email to the 1st User. If the condition is True, it will send the email to the 2nd User.

For the content of the email, click the email icon. Under the Email tab, click the Form Fields and select the edit link to add. The edit link will display the edit URL for the user to click and fill up the form.

Clone my form here to see the entire setup. You just need to add the Approval Workflow. If you need help with the approval workflow, just let us know. If needed, give us permission to apply the suggested workflow and also test your form to make sure the flow is working.

Here's our guide on How to Clone an Existing Form From a URL.

Keep us updated and let us know if you need any more help.