Assistance with Approval Flow

Consignment Approval Workflow Process:

Here's a summary of the process I'm trying to accomplish through Jot Flow: (But first, I'm so excited about the diversity and options available through Jotform.  What an amazing creation!!)

1.) A consignor wants to consign furniture.  There are several ways he can inquire, but our responses will lead him back to our Jot Form item entry and approval flow process.

q1. Can the correspondence in Jot form be sent through text in addition to or rather than email?

2.) They fill out the form and submit their photos and descriptions. (1-20 items per entry.)

3.) An auto response is sent to them, via text or email from our company email address/google voice text. Then they are automatically forwarded to our web page that outlines the process and then next steps. It also has the consignment agreement so they can preview it prior to their approval.

4.) The submission goes to our Curator for approval.  I'd like the Curator to have the ability to approve, decline or ask for additional info for each item in the submission form.  They also need to have the option to make comments on each item and/or ask questions.  I would like a set of template questions available to insert.  Ie.  When did you purchase this item?  Where did you buy it? How much did you pay for it?  Do you know the brand or who made it?  Do you have a certificate of authenticity? etc.

5yes.) If yes, the approval is sent to the consignor with an approval code & Instructions on the next steps.  A summary/comments of items, a consignment agreement to sign and return (with the items they previously listed, auto-filled into the list portion of the agreement.) and a link to schedule a drop off time with a list of vendors they can use for pick-up, if needed.

5no.) If no, an email/text will be sent back to the consignor with a thank you letter and a link to the website outlining the types of items we generally accept.  Also- With a place to respond and/or ask additional questions.

5needs info.) If we need additional information on some items, the response will be emailed/texted with the questions from the curator and the ability to update the original form submission with the additional information. Form would then be resubmitted and repeated from step 2.

I look forward to your response and help.  I have no doubt Jotform is capable!!

I've attached the approval form I've worked on so far.

Hi Lynnsworldlv,

Thanks for reaching out to Jotform Support. Can you explain what you want to send as a text message? Are you trying to get notifications when a submission is made through SMS? To do that you could use Zapier to send an SMS on Jotform submission to your form.

It looks like you've already setup notification and autoresponder emails on your form. If you want them sent from your email domain you'll need to setup SMTP.

For your approval flow, it's possible to add comments to the approval but it's not possible to select questions and add comments directly to those fields. For when the approval is made or denied or more information is needed, you can set an approval email element to all of them, then you can customize the email to include the information you want in those.

Let us know if you have any other questions.

Hi Parker. Thanks for your prompt response. I tried to set up the SMTP in order to send emails from my server, but it asked for Port. and host and I don't know where to find this information.

Merra

Regarding Text. I want our users to be able to receive the answer to their form submission via text and if that's their preferred method of communication.

Hi Merra,

Thanks for getting back to us. You'll need to check with your email provider for the host and port to use for setting up SMTP as they'll have that information.

For sending text messages after submission, you'll want to look at the same guide using Zapier and Twilo to send an SMS on submission where the phone number would be the field that they fill in on your form.

Let us know if you have any other questions.

Parker - I watched the video for the SMPT set up, but the link is only for individual google users. We use google workspace. Do you have a tutorial for SMTP set up for that?

Hello Merra,

Upon checking, the setup is the same with the Gsuite and regular Gmail SMTP sender configuration.

Kindly try following this guide.

Let us know if you’re still having the same problem.