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    How do I get notification emails to send only one time when there are multiple users filling out different parts of a single form?

    Asked by DThalasitis on June 16, 2015 at 01:07 PM

    I have three different users filling out one form.  Confirming emails are sent when each user submits their portion of the form.  The confirming email contains a PDF link to print or save the form.  The problem is the condition to send the email remains active after the first users, so when subsequent users submit the form, the original subnmitter gets another email with the updated information.  I do not need this to happen.  I realize that one solution is to send one confirming email at the end to all three users with a PDF link.  Is there another option?  I need my first user to be able to print out what they submit (before the other two users fill out their part. I know I can install a print button for that user, but that approach truncates fields.

    Page URL:
    http://form.jotform.us/form/51526343264149

    Emails single form different parts
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    JotForm Support

    Answered by david on June 16, 2015 at 02:04 PM

    Hi,

    If you use a single notification rather than multiple, then have that single notification sent conditionally, it will only be sent to the address that meets the conditions.  Your current setup looks to have a separate notification for each person.  The setup would be something like this:

    NotificationX

    If condition 1 is met, send NotificationX to Person1

    If condition 2 is met, send NotificationX to Person2

    If condition 3 is met, send NotificationX to Person3

    This way, the notification will only be sent to a single person and only if there conditions are met.

    I hope this was clear.  If you have any further questions, let us know and we will be happy to help.

     

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    Answered by DThalasitis on June 16, 2015 at 02:40 PM

    Not enough info--where do I find the above?  In conditions?  Can you illustrate?  The email notification requires a sender name so do conditions override that?.  Sorry, explanation is very confusing.  I don't see anything in conditions that will let this work.  Because different people are filling out the form, the first condition will always be checked because there is no way to go back and uncheck it the way the form is built now.  I have a solution to that, but was hoping to avoid doing it.

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    JotForm Support

    Answered by david on June 16, 2015 at 03:09 PM

    To clarify, yes, the conditional notifications do override the notification itself.  The address setup in the notification will not receive the notification if there is a condition attached to it.  You could setup a sort of approval workflow.  Each person would check their box when they submit the form which will send the next notification.  Something like this setup:

    http://form.jotformpro.com/form/51665785057971

    There is a checkbox that is sends a single notification to different addresses depending on the options checked.  If the first option is checked, the notification will go to person one.  If option 1 and 2 are checked, the notification will go to person 2.  If all 3 are checked, the notification will go to person 3.  Each person would just need to check their box prior to resubmitting the form.

    Other than something such as this, there is no way to prevent emails from being sent if their conditions are met. 

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    Answered by DThalasitis on June 16, 2015 at 03:13 PM

    That's exactly what I just set up.

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    Answered by raul on June 16, 2015 at 03:58 PM

    I've checked the conditions of your form and you currently have the following ones for email notifications.

    If I understand correctly you're allowing your users to edit the form and all notifications are triggered when the form is edited and submitted, is that correct? I've tested a cloned version of your form and was unable to reproduce the issue on my side. So, I wanted to confirm with you if I understood correctly the problem.

    I've cleared your form's cache in the meantime to see if this helps.

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    Answered by DThalasitis on June 16, 2015 at 04:02 PM

    Are you Beverly Hills?  I either got hacked or you were testing my form.

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    JotForm Support

    Answered by david on June 16, 2015 at 04:04 PM

    That is just the data that is entered using Chromes autofill tool.  My colleague sent a test through your form and used the autofill app to fill it out rather than doing it manually.  Also, having a submission to your form does not mean your account was compromised.  Your forms are available online.  Anyone with the link can fill them out.

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    Answered by DThalasitis on June 16, 2015 at 04:15 PM

    Ha, came through my email notifications and I wondered.

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    Answered by raul on June 16, 2015 at 04:23 PM

    Sorry about that.

    I was actually testing a cloned version of your form, but it seems I forgot to change the email address on the notification so you also got my testing submission.

    Either way, please let us know if clearing the form's cache helped on solving the problem or not.

     

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    Answered by DThalasitis on June 16, 2015 at 07:48 PM

    I have been trying to change the conditions in my form to deal with my routing issue.  Even though I have deleted some conditions and cleared my form cache, I keep getting emails based on an old conditions that I deleted.

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    JotForm Support

    Answered by Chriistian on June 16, 2015 at 10:27 PM

    Hi DThalasitis, 

    Can you try adding another rule in your conditions? Like in the screenshot below, the first email will not trigger once you have already set a value for Questionnaire Routing (IS).

     

    To add new rule in your existing Conditions, just follow instructions below.

     

    Do let us know if you need further assistance.

     

    Regards.