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    If customer edits the submission after being rejected, the conditional emails are sent again, with rejected conditions still being active

    Asked by Geert on September 17, 2015 at 11:08 AM

    Hi,

    Got a question regarding this one. 

    Once the user goes back and edits the data as it was rejected, he presses submit again. In this case, the management fields are hidden but still filled in. This means the conditional e-mail based on rejected are being sent again. Any idea on how to fix this?

    Cheers,
    Geert

    conditional emalis edit link re-submit
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    Answered by Ben on September 17, 2015 at 11:16 AM

    Geert, if I understood you correctly, what happens is that you submit the form, which causes the conditional email to be sent to your users, telling them that they are rejected and that they can make edits by following the edit link.

    Then, as they fill out the form, they fill it out and submit only to get the same email notification (of failure).

    Now to resolve this, my suggestion would be to add additional fields to your form which are shown if your staff members set the submissions as rejected.

    So once they set it as such, they (your staff) will also see these fields, but they just ignore it/them, while the user that comes to the form will see a new field shown.

    For example, the new field could be:

    You have been rejected, but we give you a chance to make edits and do a re-submission of your data. Please select Yes if you are sure that you want to proceed:

    * Yes

    * No

    This way they have the radio button to say yes or no, where they will select Yes each time, so you have one more thing to base your conditions on.

    I hope that this is easy to follow, but if not, do feel free to give us the link to the form with this setup and we will check it out for you and implement the same for you to see it in action.

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    Answered by akvo on September 17, 2015 at 12:26 PM

    Thanks Ben for your answer.


    The form URL is http://form.jotformeu.com/form/52494234057355

     

    The thing is, the user needs to fill that one in. But the manager reaches the form first to review the data. Therefore it can't be mandatory which means it's not a good indicator right?

    What I tried as well is to hide the field that triggers the management options based on the =edit url, and trigger a new field with the same function which would be blank (that is the goal). That could be the solution but the system seems to go in a redirect loop.

    I think the only solution would be to empty the value of the field after submit so that it can be used for "unlocking purposes".

    Cheers,
    Geert

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    Answered by Ben on September 17, 2015 at 03:22 PM

    Unfortunately Geert, if you clear out the fields before they are submitted, the conditional emails would not work.

    Now what I had in mind is to show the user the field once your management staff make their decision with a negative outcome for the applicant.

    Then the field would be obligatory for those that come to the form again, but would otherwise not be something shown to them.

    Would that work?

    Unfortunately when you edit the submission, this is what happens:

    1. form loads

    2. URL prepopulated data is filled out

    3. data is called to the form from our servers

    4. all data is cleared out and replaced by data from servers

    So basically this makes it impossible to make any real changes over the URL and allow them to clear these fields in some manner.

    If cleared before your staff submits, as mentioned above the conditional emails would not be triggered.

    So the only option here is to introduce this additional field that we can check against to make sure that the user is being sent the right data.

    If the above suggestion would not work for you, then maybe some field that they can modify which states which attempt is this for them (first is default, while for second submission they set it to second, third, etc)

    Would this be something that would work for you?

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    Answered by gertenbol on September 18, 2015 at 03:32 AM

    Thanks Ben, but still with both solutions the admin and user enter the form again via the same edit link which makes it impossible to make that field mandatory so it is not bulletproof.

    Could we maybe have a chat session about this? I think it's quite hard to explain this way.

     

    Thanks!
    Geert

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    JotForm Support

    Answered by Boris on September 18, 2015 at 11:22 AM

    Hi Geert.

    I'm afraid that we don't have chat support available at the moment, but we will be happy to help you through this forum. I believe I understand what your requirement is.

    While we can't achieve what you are after directly with an Edit Link, because it populates fields with all the data users had initially submitted, we can get your desired behavior by either using an additional field as my colleague has explained above, or by using clear field values on hide option.

    I can see that the option to clear field values when the fields are being hidden is already set on your form:

    I have done some tests on a cloned version of your form, and it already appears to function the way that you had described, without needing the Drop Down field called Do you want to, nor any conditions that target the referrer.

    My initial submission sent emails to the submitter and the reviewer.

    After reviewing with the secret code received in the reviewer email, an email was sent back to the submitter and it contained the rejection reasons in it. I had entered "some text goes here" as the reason, as seen in the following image:

    After making another edit as the submitter, that text was no longer entered in the Revision remarks field.

    It looks like your form is already behaving the way you wanted. Please let us know if that is not the case, and we will be happy to help further. Thank you.

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    Answered by akvo on September 28, 2015 at 05:26 AM

    Dear Boris, 

    Just tried to confirm this but I experience something different. 

    Once the user goes back to change the content after it was rejected, the projectcode is still filled in with "wash2015". This means revision options are still visible right? 

    Thanks, 
    Geert

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    Answered by akvo on September 28, 2015 at 05:42 AM

    In addition, one of my conditions does not work which would help to solve this one. 

     

    With this rule I plan to do the following:

    1. in edit mode after review, it hides PO Project code.
    2. PO Project code being hidden will hide the Management tab
    3. When this happens, it should show the Project code (2). If after edit of the data the manager comes back to the form management functions can be unlocked again by filling in the secret code.

    Do you have any idea why this is not working?

    Thanks, best,
    Geert

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    JotForm Support

    Answered by Boris on September 28, 2015 at 06:38 AM

    I am sorry, the described workflow with the Get Referrer widget will no longer work since last weekend. The reason is that the actual HTTP referrer is always the website from which you had come to the form, rather than the page where the form is. Our developers have fixed the referrer widget over the last weekend to get the actual referrer, which is something it was originally meant to do.

    This unfortunately means that the conditional rule that was using the referrer before will no longer work in your previously described desired manner.

    As we can't use referrer that way any longer, let me try to see if there is some other workaround we can try. I will let you know through this thread if I manage to come up with a solution.

    Thank you.

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    Answered by akvo on September 28, 2015 at 09:15 AM

    Ah that is bad luck. Hope we can figure something out as my client wants to continue.


    Thanks, best,
    Geert

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    Answered by Ben on September 28, 2015 at 09:55 AM

    Actually Geert, today a new widget was placed in plan that would get the parent page - what you are after. :)

    This can be seen on a different thread here: http://www.jotform.com/answers/671504

    Now we can not give you any specific timeframe as to when this would become available, but I do believe that it will not be long, since this new widget would basically be the old referrer widget, with some tweaks, but most time consuming would (I only presume) be the new graphics and design work.

    If you wish, do let us know here that you are interested in knowing when this widget is available and we can move it to a new thread for you and raise it to our developers, or you can simply leave your comment there and we can do the same. That way you will be notified as soon as it becomes possible, but I must say that it might not be able to capture the correct details.

    For example, when you go to the form for the first time you can add different parameters, like ?name=Bed&task=answer but if you submit and go to the form over the edit link and add additional parameters, like ?mode=edit&name=test, you will see the name being shown as test instead of Ben and then quickly changed to the old value.

    The same is how the widget had worked earlier to my knowledge, so it is likely that this is the same way that it will work again.

    Now I do remember that we had a setup on one (private) thread where staff would add their comments, but as the edit page was public, the fields had to be hidden. So a set of checkboxes was used to hide the fields before the submit.

    Basically condition is checked to see if the right code was entered into the field. If it is, show the set of fields.

    Now once you click on the hidden checkbox, the input box is cleared out, or replaced with stars and in doing so all the fields are again hidden.

    I will create a quick demo of this and will update you here shortly to see if that would work for you.

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    Answered by Ben on September 28, 2015 at 10:05 AM

    You can see the quick demo here: http://form.jotformpro.com/form/52704347785968

    While the checkbox holds yes, no matter if you select Yes or di-select it, it will always cause it to be hidden.

    The Staff Area code is 123.

    Do let us know if that would work and if you have any additional questions.

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    Answered by akvo on September 28, 2015 at 12:41 PM

    Hi Boris,

    I made the changes you suggested. However, if the user comes back for the review, "rejected" is still selected (hidden). While submitting the change that e-mail is being triggered again which is strange for the user. 

    Do you see any possibility's for this? To be honest I think there will always be a dead end to be honest. 

    Cheers, 
    Geert

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    Answered by Ben on September 28, 2015 at 01:03 PM

    The only way that comes to mind Geert is to set some field that user enters so that it is empty when you submit the form, then as the user comes to the form again, they fill it out, again, which then causes the conditions to clear out the message that you have posted for your user and in doing so, it will send the email properly.

    I hope this makes sense, but if not, I would be happy to create a demo of the same, but would need to ask you what you think would be a good field to empty?

    I was thinking of emptying the email field of the user - which is required while the email is copy pasted into another field in the staff section. Which is used when you send the notification.

    This would require that the email field is conditionally set as non required while the user seen submit button is disabled (until they enter the email).

    - Sounds a bit complex, but I would be happy to, as mentioned create a quick demo if that seems as something that would be OK with you (to always copy paste the users email to staff segment).

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    JotForm Support

    Answered by Boris on September 28, 2015 at 01:57 PM

    Hello again, Geert.

    I have tested this functionality in essence, without relying on the Referrer widget, and it seems to work fine. The functionality does depend on option to clear fields on hide being set, as you have it on your main form. I have started with a demo form of my colleague, and cloned it into my account. Here is my fully edited form:

    https://secure.jotformpro.com/form/52705556204957

    I have added a required radio button field at the bottom of this form, just above the submit button. This field is named "I'm editing this form because...", and is conditionally shown to the user is administrator comments have been entered by a reviewer.

    This radio button has two options:

    I'm the submitter, making recommended revisions.
    I'm the reviewer, sending this back to user.

    This gives us plenty of options to base our conditional logic upon. First, we make this field conditionally show only when a review comment was entered:

    So the first time your users come to the form, they will not see this field.

    I have added further 3 conditions to this field:

    1. If "I'm editing this field..." is equal to "reviewer", then clear the staff code by entering a calculation that doesn't compute:

    2. If "I'm editing this field..." is equal to "reviewer", then also hide the "I'm editing this..." field. Hiding the field will automatically empty it, due to the preference about clearing fields when they are hidden.

    3. If "I'm editing this field..." is equal to "submitter", then hide admin comments (which makes them empty) and hide "I'm editing this..." (also makes this field empty).

    From my tests, this works just the way that you described as intended. Please test out the form here:

    https://secure.jotformpro.com/form/52705556204957

    Note that I did not set any emails to be sent, but I have confirmed it working in desired way by looking at my submissions page in real time, and using the Edit Submission link on the thank you page of my demo form.

    I can see that this can be applied to your form as well, though we would need to make some edits on your form - remove some of the old conditions, remove one of the submit buttons, add another Form Collapse tool just above the submit button, etc. However, it is very much doable, and doesn't rely on the Get referrer widget (or its soon to come substitute).

    Please let us know if you hit any snags in setting it up, and we will be happy to help. We recommend that you clone your main form first and test making these changes to the clone, so that you don't end up with a non-working main form accidentally.

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    Answered by akvo on September 29, 2015 at 08:30 AM

    Dear Boris and Ben, 

    It looks like it is fixed. Thanks a million for your work so far, this is really outstanding support!

    Best regards,
    Geert

     

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    JotForm Support

    Answered by Boris on September 29, 2015 at 09:05 AM

    We are very glad to hear that it is working now, and thank you for your kind words about our support. :)

    We always try to do our best to help.

    If you need any other assistance with your forms, just let us know in a new thread, and we will be happy to assist.

    Kind regards