How to create an approval workflow?

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    Asked on January 12, 2016 at 05:06 AM


    Once the user(s) completed the form, I would like them to select 1 of 3 email addresses to forward the form to to act as an approver.  Once they approve the form data, they would reply to the original requestor who would then forward onto another department for additional approval


    I suspect tracking this in Jotform is not possible as it would be managed in Outlook which is obviously understandable


    Is it possible for the user to select an email address from the form to send for the initial approval ?



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    Answered on January 12, 2016 at 09:55 AM

    1. Add 2 dropdown fields so that user can select the person to whom the form will be sent:

    2. Add form collapses for each of the approval steps:

    3. Add checkbox fields so that they can be selected upon approval

    4. Create the 1st email notification and add an edit link: 

    This email notification will be send to the 1st approval group

    5. Create a 2nd email notification that will be sent to the 2nd approval group, also with the edit link

    6. Create a condition that will send the 1st notification to an email address according to selection:

    7. Now add a condition that if the approved field is selected, send the 2nd email notification to a defined email, using the same method mentioned.

    You can test and clone the demo form: 

    Let us know if we can assist you further.  


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    Answered on June 23, 2016 at 12:47 PM

    Hi, what if I do not want to add all of my form fillers as people to send to in the form? For example I would like about 70 students to fill out a form, have it sent to their advisor (1 of 5 people) and then have the advisor review the form and send it back to the student. I don't see how I can auto fill the email for the advisor?

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    Answered on June 23, 2016 at 02:31 PM

    According to the scenario describe, this is what I understand:

    Then user first fill the form and select 1 of 5 people to send the application to:

    To accomplish this create the conditions as previously explained by my colleague: 

    Once the advisor receives the email notification that contains the edit link to review the form to approved or decline it, create a second condition to send the second email notification which informs him that he has been approved:

    Note: as you can notice, in the email box, I put {email}, which is the name of the email field where the user inputs his email address. 

    Here is my cloned version: 

    You can clone it and inspect further: 

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    Answered on June 23, 2016 at 03:27 PM

    This is exactly what I needed. Thank you!

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    Answered on June 23, 2016 at 04:01 PM

    You are most welcome, jkh6. If there is anything else you may need help with, please don't hesitate opening another support thread about it and we will be happy to help out.

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    Answered on June 24, 2016 at 04:45 AM
    Please can you confirm who raised this question? It wasn’t me and no-one else has the logins
    Richard Isbitt
    Group Billing & Master Data Manager
    SThree Plc
    1st Floor
    75 King William Street
    EC4N 7BE
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    Answered on June 24, 2016 at 04:57 AM

    The original question for this thread was from your account isbitt. The thread was created last January 12, 2016.

    However, since this thread is public, one user has commented or asked regarding similar concern. The user is jkh6. Normally, questions of other users are moved to different thread. But it seems that the question of user jkh6 was not moved to a different thread. Sorry for the confusion. Regards.

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    Answered on March 14, 2017 at 08:53 AM

    Sorry for the question and apologies in advance if I have missed anything, but how can I hide the approval section from the "requester" and show it only for the "approver"? It seems to me that the requested can tick the "approved" box themselves? 

    Thank you in advance. 

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    Answered on March 14, 2017 at 10:05 AM

    You can use conditional logic to show or hide certain fields when a condition is met.

    In other words, you can simply create a form field where your manager / approver needs to enter their special "access key", and if the correct access key is entered, the hidden "approver section" is shown. I would recommend taking a look at the following guide for more details on how to achieve this with conditional logic:

    If you need further assistance with your exact form, please make sure to open a dedicated support thread of your own in our forum, so that other participants of this support thread are not receiving further emails if there is no need to. You can open your own dedicated support thread over the following link:

    Thank you.