How do I route email submissions as a process of approval workflow?

  • Profile Image
    Cameo19
    Asked on June 03, 2016 at 10:42 AM

    The form I am designing needs to be routed in a specific way. I need the employee to fill out the form, submit it. It then needs to go to their direct supervisor for approval. Once approved I would like a confirmation email sent to the employee and payroll director. Data also needs to be compiled into a google spreadsheet for all supervisors & payroll director to see.

    Can you help me out?

     

    Thank you!

    Cameo19

  • Profile Image
    Kiran
    Answered on June 03, 2016 at 12:29 PM

    I understand that you want to send the form submission to the direct supervisor for approval in the first stage. Once it is approved, the confirmation needs to be sent to the employee and Payroll director. This can be achieved by creating some conditions on the form. 

    Please follow the steps below:

    1. Firstly, since there is no email of the employee who is filling the form, we'll add a new email field to the form.

    2. We'll create separate emails to be sent to the employee, supervisor and payroll director. For the Supervisor and Director, I have created a Notification email and an auto-responder for the employee.

    Since we are sending the Auto-responder on edit submission, it is required to check the option "Send on editing submission" from Advanced section of the Autoresponder.

    3. The Supervisor email will be having a link to edit the submission to change the options in the form once he receives the email.

    4. Now, add a Form Collapse tool after Submit button to separate the form for Supervisor entry.

    5. Since the fields inside this section can be filled only by the supervisor, the fields are hidden by using a condition to match the Supervisor code.

    6. Now, we'll add the conditions to send emails based on the supervisor approval. 

    Once the Supervisor selects Yes for Approved and submits the form, based on the condition above.

    So, here comes the workflow.

    a. Employee submits the form

    b. Supervisor receives the email with edit submission link

    c. Supervisor clicks on edit link to open the submission

    d. Supervisor enters the code 1234 in the "Office Use only" section to display the hidden fields and to approve

    e. If supervisor selects Yes and submits the form, the notification email will be sent to Payroll and Autoresponder will be sent to the Employee.

    Here is the cloned version of your JotForm with the changes above.

    https://form.jotform.com/61545080988970

    Please feel free to clone the form to your account again.

    Hope this information helps! The form can be integrated with Google Spreadsheet by following the guide below:

    http://www.jotform.com/help/228-How-to-Integrate-Form-with-Google-Spreadsheet

    If you need any further assistance, please let us know. We will be happy to help. 

  • Profile Image
    Cameo19
    Answered on June 06, 2016 at 09:45 AM

    Thanks for the help! I have a couple of issues/questions I need help with.
    1) the radial button for question: approved yes/no isn't working when I try
    the form as a supervisor.
    2) is it possible to give the person filling out the form options to choose
    which supervisor the form is sent to?
    3) do we have to send email verifications to all staff members that we want
    to have access to the form?
    Thanks for answering my questions and helping me w/my issues!
    Cameo Echelberger
    GHVJH Administrative Assistant

    “Be kind; everyone you meet is fighting a hard battle.” -Plato
    ...

  • Profile Image
    Kiran
    Answered on June 06, 2016 at 11:47 AM

    1) the radial button for question: approved yes/no isn't working when I try the form as a supervisor.

    I see that the fields inside the Supervisor section are set to Read-Only. You'll need to set back these options to No.

    2) is it possible to give the person filling out the form options to choose which supervisor the form is sent to?

    Yes. I have updated my form by adding the drop down to select Supervisor assigning respective email addresses as calculation values.

    Since you want to send the email to the supervisor by using the field on the form, it is required to have an auto-responder instead of Notification. So you may add a new auto-responder to send the email to the selected supervisor with Edit link.

    The above changes are made to my form so that you may clone it again to your account.

    I am sorry that I couldn't get your 3rd question. Could you please elaborate your question so that we can guide you in the right direction?

    Thank you! 

  • Profile Image
    Cameo19
    Answered on June 06, 2016 at 12:45 PM

    Question 3) When I tried to fill out the form, I input my email, it then
    asked me to use an SMTP email or a verified email. I did the verified
    email, got a code, then entered it to verify and access the form.
    Will all staff members need to do that??
    Cameo Echelberger
    GHVJH Administrative Assistant

    “Be kind; everyone you meet is fighting a hard battle.” -Plato
    ...

  • Profile Image
    david
    Answered on June 06, 2016 at 02:57 PM

    This is only necessary for the sender email. Using your own address to send the notifications requires validating the address you want to send the emails from.  Addresses receiving the notifications do not need to be validated.

  • Profile Image
    cgskillaccounts
    Answered on October 19, 2016 at 05:11 PM

    Hi, I'm actually creating several supervisors (dropdown) as suggested above.

    I noticed that end-user is able to click the form collapse to reveal the supervisor code.

    How can we have a simpler process flow whereby form collapse is only visible to supervisor who received the edit link as form submission is directed to the correct supervisor.

    Instead of using a "supervisor code", the supervisor just needs to perhaps enter his email address without any verification needed? As only the recipient of form submitted has the edit link.

    An inbuilt supervisor code is not a failproof method. 

  • Profile Image
    Kiran
    Answered on October 19, 2016 at 08:14 PM

    @cgskillaccounts,

    I have moved your other question to a separate thread and shall be addressed there shortly.

    https://www.jotform.com/answers/965911

    Thank you! 

  • Profile Image
    vnlwebmaster
    Answered on March 14, 2017 at 10:26 AM

    This similiar to what we want. Sales Rep fill sout a form and submits.

    Can he get a series of responces that would tell that the prject is 20% done or 50% done

    or completed or inprogress?

  • Profile Image
    Kiran
    Answered on March 14, 2017 at 10:42 AM

    @vnlwebmaster,

    Your question is moved to a separate thread and shall be addressed there shortly. Please follow the link below:

    https://www.jotform.com/answers/1091071

    Thank you! 

  • Profile Image
    cobtravel
    Answered on April 18, 2017 at 11:28 AM

    I can't seem to get the 2nd part of the email response to work. I got the first workflow working properly. Any ideas?

  • Profile Image
    david
    Answered on April 18, 2017 at 12:48 PM

    @cobtravel If you wouldn't mind creating a new thread with the details, we will be happy to have a look. 

    https://www.jotform.com/contact

    Let us know the form you are working on and what specific part of that form is not working correctly.