Forms are a portal to send information from one place to another but oftentimes, merely sending data isn’t enough. When humans need to review and act on data, things can get quite complicated.
Typically if approvals are required around a form submission it will be received and forwarded to several approvers, creating a chain of clunky emails where things get lost in translation.
In this article, we will showcase how to easily create an approval workflow using an integration we built with one of the largest form builders on the web, JotForm.
Note: You will need a free JotForm account to use this integration. Once you have created your JotForm account, simply create a form or use a test form so you can follow the tutorial. If you’re already a JotForm user, you’re ready to go!
If you’re a new user, your screen will look like this:
This is the first of five steps to set up your workflow. In this step, you are simply selecting the notification channel you would like to use which is either email or Slack. For this tutorial we will use email. For information on how to set up a Slack-based approval workflow, please check out this article.
With email selected as default, simply click “Next.”
Step One: Connect Your JotForm
This is a very important step where you connect your JotForm to the approval workflow. Here you can also use your JotForm variables to design what requests will look like.
Begin by clicking “Connect JotForm”
A modal will appear as shown in the screenshot below. This screen will load all of the forms in your JotForm account. Select the JotForm you’d like to use for this approval workflow and click ‘Continue.’
Note: If you are a new JotForm user and have not created any forms in JotForm, no forms will populate here. Before you begin using Workflow for JotForm, please create a form in your JotForm account.
A list of variables from that JotForm will populate. Select the variables you’d like to use in your approval workflow and click ‘Continue.’
Now the variables from your JotForm will appear in your WYSIWYG where you can craft how the request should look.
Before crafting your message, please navigate to the requester email address dropdown and select the JotForm variable where the requesters email address is submitted.
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Matthieu McClintock is a Product Manager at ProcessMaker who heads up the IQ product that builds innovative workflow solutions for major SaaS companies. A self-taught developer and former entrepreneur, Matt spends his free time traveling, playing guitar, and building software.