Sending an email to original submitter after a section is filled and the form is submitted

  • Profile Image
    Charlieanderson1974
    Asked on August 17, 2016 at 03:45 PM

    Hi I want to create an Leave form that is filled in by an employee, when submitted it gets emailed to the relevant people. I have this part working fine! After the manager receives the application I want them to edit the form and approve or not approve the leave and resubmit the form. When the form is edited and resubmitted by the manager I need to to go back to the employee who originally submitted it so they can see it has been approved or not. 

    Is this possible, if so how do you set it up?

    Thanks,

    Charlie 

  • Profile Image
    Welvin
    Answered on August 17, 2016 at 06:49 PM

    This is a type of approval workflow. We can only provide you the following workaround:

    Assuming that you already have the manager section in the form, you can add a conditional logic to send an email to the employee when that section is filled.

    https://www.jotform.com/help/167-How-to-send-to-a-specific-email-address-based-on-a-selection 

    Of course, you should have the edit link in the manager's email so he/she can edit the submission:

     

     

    You can also make the manager's section private by adding a show/hide conditional logic in the form. You can add a textbox before the section and add a condition that if the textbox is filled with your desired codes, show the section.

    https://www.jotform.com/help/196-Hide-or-Show-Multiple-Fields-at-Once 

     

    Let us know if you need any further assistance.

  • Profile Image
    Charlieanderson1974
    Answered on August 17, 2016 at 11:45 PM
    Thanks, but that is not what I was asking to do!
    I want the employee to Submit the form, I receive the email notification…I then edit the form (approved or not approved) hit submit key again and it emails back to the employee so they know if their leave has been approved or not!
    Any help would be much appreciated.
    ...
  • Profile Image
    ashwin_d
    Answered on August 18, 2016 at 03:05 AM

    Hello Charlieanderson1974,

    You can take advantage of our conditions and edit link feature to achieve your requirement of creating workflow forms. 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 / you 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 

    Hope this helps.

    Do try it out and get back to us if you have any questions.

    Thank you!