- MrkayAsked on July 14, 2015 at 10:07 AM
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
Order number to be refunded - 1234567
Refund amount - £100
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
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
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??
- JotForm SupportWelvinAnswered 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:
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.
- JotForm SupportWelvinAnswered 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.