How to sewnd a form to several people and let each of them fill in a section?

Hi

how can I use a workflow with a form having different sections (which can be shown/hidden) to let different people involved in the workflow (including customers) fill in different parts of a form?

So Sales fills in part of the form and submits it to Finance. where more fields which were hidden for Sales will be filled in before they submit the form/workflow. Next the HR manager will receive the workflow, checks data and fill in a few fields and submits it. Finally the CEO receives the form and can Approve/Reject the content.

Regards

Hi Lars,

Thanks for reaching out to Jotform Support. It is possible to create a work flow with your form. You may send the partially completed form to be finished. Kindly check this guide

Please give it a try and let us know if this fits your requirements.

Hi Israel

I need to make the fields which have been filled in by previous receivers of that workflow to read-only: Is that possible?

Best

Hello Lars,

Thanks for getting back to Jotform Support and for the additional information, this made the question/request clear to us.

Actually, this guide on A general approach to building an approval process workflow provides the answer to your question. With the use of the Get Form Page URL, fields can be hidden for certain users by setting up what they can view on the form you are creating.

Do you have a form that you started working on? Might as well provide us with the URL and it is better to provide a sample on the cloned form. You can follow the guide from this link on getting the form URL.

Regarding your question about adding scripts, I moved it to a separate ticket to avoid confusion in providing assistance to you on this thread. Click this link to be directed to the other ticket, I will get there shortly to further assist you.

We appreciate you doing this for us, we’ll wait for your response to proceed.

Hi Kris

I know how to hide/show fields or sections but what I need is as follows:

1 A salesengineer fills in data in a form and submits it
2 A finance person reads the information but cannot alter it (or only part of it) - he/she however will enrich the form with finance related data and submits the form
3 HR reads (part of) the fields which the previous persons have entered and adds some more data then submits the form - HR cannot edit the fields added by previous users or only a few fields
4 a customer receives the form with some of the fields set to read only and visible and the rest not visible but he will see new fields which he fills in and then submits is
5 The VP Sales receives the form and approves/reject its content

DONE

As you see there is a need to show fields as read-only in different steps (or hidden) so I think my problem is that I do not know how to make a field read-only based on the step the WF is in.

Using Conditiuons we can set fields to Mandatory, Disabled (I had hoped that meant Read-only, Hidden etc but NOT Read-only??

I guess it could be done by having several forms - start in Form 1 and let the sales person use that form - on submit its data are tranferred to a new form where the fields he filled in are read-only but new fields have been added for finance to fill in aso

Unless you tell me how to make a field read-only based on another field or the step in a workflow ;-)

Hi Lars,

Thank you for providing detailed information about the flow of your form and the things you have done already.

By the way, do you have a form that you are working on to accomplish this? Might as well provide us the URL of the form so that we can clone it and make some tests to see how we can apply this to your form, you can follow the guide from this link on getting the URL of your form.

We will move forward as soon as we receive a response from you.

Hi

I am in the research phase looking for a proper solution - the form would look as follows:

Field1

Field2

Field3

Field 4

When role 1 receives the form (s)he only sees field one which is the only field (s)he can modify

on Submit, it reaches role 2 who can see field 1 but is unable to modify it (that is the main issue I have - I see you are able to change the setting of a field in a dynamic way but NOT make it read only?)

Role 2 now modifies/fills field2 and clicks Submit which makes the workflow go to role 3

Role 3 can see field 1 and/or field 2 but is unable to modify them - however (s)he can fill in filee 3 and click Submit whih sends the workflow to role 4

Role 4 sees all data which have been filled till now, adds field 4 content and approves/rejects the form

Hi Lars,

Thanks for getting back to us. I understand the issue, but I’ll need a bit of time to work out a solution. I’ll get back to you shortly.

Thank you for your patience and understanding.

Hi Lars,

Thanks for your patience and understanding, we appreciate it. Unfortunately, you can't create an approval flow for 4 different fields in the same form. As a workaround for that, you can create 4 forms for each field, enable the Prefill feature and create an approval flow based on these 4 forms. Let me show you how:

1. In your My Approvals page, click on Create Approval on the top left side of the page.
2. Select Start From Scratch.
3. Under the Form element, click on + Add Form.
4. Select the first form with your first field.
5. Click on Add Element + menu on the left side of the page.
6. Drag and drop the Form element to your workflow.
7. Click on the Gear icon next to the Form element.
8. Under the Add a Form field, select your second form.
9. Enter Assignee Email Address.
10. Under the Prefill tab, toggle Prefill Form Fields to On.
11. Under Select a Source Form to Get Data From, select your first form.
12. Under Match Fields, match the field from your first form with the field from your second form.
13. Click on Save.

Now, when your first form is submitted, person 2 will receive the second form with a prefilled first field. You can repeat this process for your other 2 forms. Can you try it and see how it goes?

Let us know if you have any other questions.