Saving form as draft

  • yonatann
    Asked on April 20, 2016 at 8:32 AM

    Hi,

    We're currently in the final phase of evaluating JotForm for mass usage in our organization and plan to subscribe very soon to Bronze or Gold plan.

    According to the requirements, the form filler should be able to save the form as "Draft" mode or in "Publish" mode. The former means that the data is saved but he wishes to signal to the team that he's hasn't finished. The later means that the entry is ready for review.

    Do you have an example somewhere that examplified this use case? we thought of using two buttons, where each changes some label/field value to "Draft" or "Published" but it seems like there are conditions trigger for buttons click. Any advice or reference will be appreciated.

    Cheers,
    Yonatan Goldberg

     

     

  • Charlie
    Replied on April 20, 2016 at 10:12 AM

    I presume what you meant is that the submission is saved as "Draft" or "Final". We do not have a draft or publish mode, once the user clicks the submit button, it will be saved in your account as a completed submission. 

    However, it is possible to set a status on the submission, give an edit link to the user and conditionally send the submission data via email to the appropriate personnel.

    Here's an example:

    1. First, I'll have a drop down field where the user will be prompted to state if the submission is complete or just a draft:

    Saving form as draft Image 1 Screenshot 60

     

    2. I will then setup 3 email alerts.

    Final Approver => This is the email notification sent to the person who will review and approve the submission.

    Autoresponder: Send copy to user => This is a autoresponder where the one who filled out the form can get a copy of his/her submission.

    Email notification to me => This is the email notification sent to you or someone else, regardless of the status.

    Saving form as draft Image 2 Screenshot 71

     

    Here's a guide on how to create email notifications: https://www.jotform.com/help/25-Setting-Up-Email-Notifications 

    Here's a guide on how to create an autoresponder: https://www.jotform.com/help/26-Creating-a-Form-Autoresponder 

     

    3. Now I want the autoresponder to have an edit link to allow the user to update or continue his/her submission.

    Saving form as draft Image 3 Screenshot 82

    It is also best to enable the "Send on editing submission" option in the autoresponder, so that the user gets an email again once he/she updates the submission:

    Saving form as draft Image 4 Screenshot 93

     

    4. Now we ONLY want to send the "Final Approver" email notification if the status is set to "Publish", we can do that using conditional logic. Here's a specific guide that you can refer to: http://www.jotform.com/help/167-How-to-send-to-a-specific-email-address-based-on-a-selection 

    In my case, this is how it is setup:

    Saving form as draft Image 5 Screenshot 104

     

    5. I now have a form that can record draft and publish submissions based on user input.

     

     

    Another possible approach is using the session link. However, the session link DOES NOT save the draft submission to your account. You can learn more about it in this guide: https://www.jotform.com/help/97-How-to-Save-Forms-and-Continue-Later 

     

    I hope those solutions will work for you.

  • yonatann
    Replied on April 21, 2016 at 8:35 AM

    That will work.

    Thanks for the kind support.

  • Charlie
    Replied on April 21, 2016 at 9:38 AM

    You are most welcome. Should you need our assistance again, feel free to drop by here in the forum.

    Thank you.