Trying to figure out if this will work for my business??

  • Profile Image
    Asked on April 17, 2015 at 06:10 PM

    Here's the scenario.  

    We have 13 assistants working under 4 managers.

    Each assistant has 10-25 clients.  The assistants complete quarterly progress reports each quarter.  I am looking to build a quarterly progress report form on jot form, however I need to make sure that this will actually work the way I need it to work.  

    Each quarter the assistant needs to go in and complete a quarterly progress report for each client.  The manager must go in and look over that report and make needed changes.  The manager must sign it at the bottom and when they hit submit, it must automatically be emailed to a specific regional email address that the state uses to receive these reports.  

    The reports need to reflect the changes from the previous report, for example, if the manager goes in and takes out two goals because a patient reaches them.  Then adds a goal before submitting.  We need the two goals that the manager took out and the one goal that was added to carry over to the next quarterly.  

    Is this possible?  


  • Profile Image
    Answered on April 17, 2015 at 07:39 PM

    This can be accomplish, for what I understood, when the forms is submitted for the first time, it will go directly to the manager, and he will do changes to it if needed. 

    So the first thing to do is make sure you have created your email notification(for the manager):, and add the edit link to it:

    In this way when the manager receives the email notification, he can click on the edit link and do the necessary changes and submit.

    Now, when the manager hits the submit button to a second email notification should automatically be emailed to a specific regional email address. You need to create a second email notification, basically repeat the steps provided on the guide above to create the second notification or as many notifications you need.

    To make sure this second notification will be emailed only if the manager has approve it, you need to create a condition:

    1) Add a Form collapse located under Survey Tools tab, and a field at the end the form to know if the form has been approved/changed by the manger(also a second submit button).

    2) Click on Conditions.

    3) Select Send an email after submission and click the next button.

    4) Create a condition like this:

    In this way, you will have the workflow you need, which basically is:

    1) Having the assistant completing the form and submitting for the first time.

    2) The manger receives the notification and checks the already filled form, then after he makes the changes, he approves and re-submit the form again causing to have a second email notification sent to a specific email address.

    Hope this helps, let us know if you have more questions, we will be glad to assist you.

  • Profile Image
    Answered on April 17, 2015 at 08:46 PM

    Thank you so much for the detailed answer!!


    If a manager changes or adds a goal to the form for Patient A in quarter 1.  Submits form to regional email.

    Quarter 2 rolls around.

    Will the assistant be able to see the new goals the manager had put in at the end of quarter 1?   


  • Profile Image
    Answered on April 17, 2015 at 10:40 PM

    Will the assistant be able to see the new goals the manager had put in at the end of quarter 1?   

    Where do you intend the assistant to be able to see the 'new goals' / changes? 

    Because it can be done both on the email and on the existing submission data of the form.

    1. If you create a separate Notification Email (for the assistant only) on the form that was being routed, the assistant will be able to see in the email alert the updates being done on the form.

    2. If you share the submission data view or the submission report to the assistant, they will be able to see the updated version of the data or of the reports while the form is on the routing process.

    Let us know if you have further question.