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    How can I create an approval workflow

    Asked by mleppin on February 23, 2016 at 02:52 PM

    We want to create an approval form with three levels of approval

    Form submitted, sends to the first approver who signs and is able to submit to second approver who submits and send to thrid for final approval.


    I am not sure of the path or the conditions in which to lay this out.



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    JotForm Support

    Answered by david on February 23, 2016 at 05:19 PM

    Unfortunately there is no built in feature to create workflow forms. But it is still possible to create such forms by taking advantage of a combination of our "Conditions", "Auto-responder" and "{edit-link}" features. Here are the steps you should follow:

    1. Create a form with two sections in form. One will be filled by user and the other section will be filled by the admin / user who can approve.

    2. Add two form collapse in your form before and after the section to be filled by admin users.

    3. Add a text box in your form to ask users for a pass / access key and based on that only the second section of your form will be displayed (please do not use the word password in the textbox question label). Check the example screenshot below:

    4. Add condition in your form to show / hide the form collapse if the value of the access key matches. The following guide should help you add conditions: https://www.jotform.com/help/57-Smart-Forms-Using-Conditional-Logic

    5. Add one notification email alert and one auto-responder in your form. One to be sent to the admin users to complete the rest of the form and the other one to be send to the user. Following guides should help you:

    Add auto-responder: https://www.jotform.com/help/26-Creating-a-Form-Autoresponder

    Add notification:  https://www.jotform.com/help/25-Setting-Up-Email-Notifications

    6. In the notification email alert, you should add a {edit_link} which will allow your admin user to be able to edit and complete the rest of the form. Please check the screenshot below on how to add the {edit_link}: 

    7. Add condition in your from to check if first section of your form is filled then send the submission notification email to the admin user email address.

    9. Add another condition in your form to see if the second section of the form is filled, then only send the auto-responder emails. Once admin user submits the form the auto-responder email will be sent to the user. The following guide should help you on how to send conditional emails:  https://www.jotform.com/help/167-How-to-send-to-a-specific-email-address-based-on-a-selection

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    Answered by mleppin on February 23, 2016 at 06:45 PM
    Good afternoon I actually figured it out a few hours ago using the auto responder notifications conditional logic and one of the widgets called smooth signature. I was able to set up 56 sessional approval lines using that method. The signature boxes need a little updating portion of the process works extremely well.
    Thank you again for your reply
    Sent from my iPhone
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    JotForm Support

    Answered by beril on February 24, 2016 at 04:11 AM

    Thank you for confirming. I've checked your conditions on https://form.jotform.com/60184425577965 form. It seems you've created your conditions correctly.

    If you have any problem to receiving email, please let us know. We will be happy to assist you.