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How do I set up a condition to stop sending emails after something is added?Asked by rfenderverity on April 10, 2015 at 12:47 PM
I have a time off request form that can be submitted by the employee. HR is supposed to fill out the amount of time off accrued and then the form needs to go to the supervisor.
The problem that I'm running into is there are many duplicate notification emails that get sent out. How do I set up a condition to stop sending emails once something else is filled in? For example, once the time off is filled in - it should only send an email to the supervisor for approval.
Is this possible?
So basically you mean that you want to have it sent to your supervisor once after filled in by HR?
I noticed that in your form you have conditional emails set up and that is the recommended way to control how emails are sent.
However, please note though that if the form is edited and resubmitted for any reason then any conditions that are used and met at the point would be updated and resent as I believe that may be what is possibly happening.
Are any of the submissions being manually edited possibly? or no?
If that's not the case or if I've misunderstood you just let us know and we'll look into it more to try to help rectify this problem.
What you could do is just set another option for HR to choose the option via a radio or checkbox etc that would allow your supervisor email to receive it only if that option is selected. I noticed you have your form set up in sections in a similar format to this.
I'm just testing this right now. Here's the workflow I want:
Form is submitted -> Email to HR to enter hours accrued and anniversary date --> HR enters information --> Form is sent to Supervisor for approval/denial --> Supervisor approves or denies --> email to person requesting and to a specific person at corporate.
The problem I'm having is once the form gets to HR, it gets emailed to HR after HR fills it out, and emailed to HR again when the supervisor fills it out.
The other issue I'm having is the form goes to the supervisor and they fill it out. Once filled out it gets resubmitted to the supervisor.
I think I'm messing the conditions up here as there are more emails to people than I want. I don't want the supervisors getting duplicate emails and I don't want HR getting triplicate emails.
You can try the following:
- Use an Autoresponder instead of Email Notification for your HR department. We do not send Autoresponders when submissions are edited.
- Add the extra rules to conditions to avoid duplicated emails to supervisors.
Awesome, that fixes the issues about the duplicate emails to the supervisor.
I'm slightly confused about the auto responder. It doesn't give me the option of entering in the correct email address for the recipient. It only gives me a drop down list of choices. Thanks for all the help!
The auto responder recipient emails is tied to the email input fields available on your form, the conditions you then set up are evaluated based on the values entered in the email input fields.
Hope this adds some clarity.