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    Two part JotForm - Second part uses first parts data & Duplication checker

    Asked by Mrkay on July 14, 2015 at 10:07 AM

    Hi there,

     

    I'm attempting to create a S.O.P (Standard operating procedure) for our accounts team. Specifically I would like to streamline our refunds system. Our refunds are handled by accounts. Our customer service team will handle the request for a refund.

    I would like to create a form which does the following:

    Part 1 - Completed by customer service

    Customer service submit a refund Form; for information includes:

    Cust service member name - Jane Smith

    Type of Refund - Full or Part refund

    Customer Name

    Order number to be refunded - 1234567

    Refund amount - £100

    Comments

    ----

    On submission the information is sent to Google spreadsheet

    Also, an email is sent accounts to inform them they need to create a financial transaction

    ---

    Part 2

     

    Completed by accounts

    I would like accounts to be able to continue the part 1 form and fill out a few extra parts:

    Accounts team member name - John Smith

    Refunded completed Yes / No

    Method of refund - BACS, Cheque, Cash, Bank transfer

    Comments

     

    How can I create a form that can be completed by the accounts team at a later point or a form which will edit the first parts columns??

     

    Like this...

     

    JotForm part parts first
  • Profile Image
    JotForm Support

    Answered by Welvin on July 14, 2015 at 11:39 AM

    The easiest way would be to do the following:

    1. Create a single form and put all fields there. The fields that will be completed by the Customer Service and the Accounts members.

    Example form: http://www.jotformpro.com/form/51943430000945

    As you could see it, the Accounts fields are password protected. This way, the CS member can't edit the fields that belong to the Accounts member.

    You have to integrate the form to Google Spreadsheet so you only have a single sheet for the entire process.

    2. Now, just simply create an email notifier that is specific for the account member only. In this notifier, you have to add the EDIT link. Based on this guide:

    https://www.jotform.com/help/40-How-to-Let-Users-Update-Their-Form-Submissions-at-a-Later-Date

    So once the form is filled by the CS member, this email will be sent over to Account member and they can click on the link to complete the process - to fill the rest of the fields.

    You have to let the Account member know the password for the Account fields in the form. You can add this password in the email.

    So, the process is simple:

    a. The form will be filled by the CS member. The partial data will be added to Google Spreadsheet.

    b. An email is sent out to the Account member, the email that contains the edit link.

    c. The Account member receives the email, click the edit link and edit the submission and submit it. The data is now modified in the Google Spreadsheet. Completing the process for the single order/customer.

    You can test out my sample form. 

    Spreadsheet Link: https://docs.google.com/spreadsheets/d/1-9AaszEj6PTrLHHmOrSHL3GN6cZWCq-mr55B20WqtgQ/edit?usp=sharing

    Thanks

  • Profile Image
    JotForm Support

    Answered by Welvin on July 14, 2015 at 11:45 AM

    By the way, I have added you as the "Account Member" of the form. When you test it, you should receive an email to your account email address.

    Thanks