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How to Create Multistep Approvals in JotForm Approvals

How to Create Multistep Approvals in JotForm Approvals

Some approval processes are more complicated than a single approval or denial. You may have several instances in which several approvers need to approve/deny a request before the flow can move to the next step in the process. In these cases, you can create multistep approvals.

When you start a new approval process, you have a basic one-step approval workflow. You can easily customize the basic approval workflow into a multistep approval. 

Just drag and drop another approval element from the Elements tab to start creating a multistep approval. 

Select the approval element and move it to your flow. You can edit the approval properties by clicking on the dots next to the element and selecting the gear icon. In the Approval Properties, you can add the approver’s email, rename the element, and configure other options. 

Once you’ve created and set up a new approval element, you need to connect this element to your flow.

You can delete a current connection by 

1. Clicking on the connection line.

2. Clicking the trash/delete icon.

To set up a new connection 

Point on a parent element, click the + sign, and move the connection to the target element.

Click on Select Outcome and choose an outcome for the new connection.

Note: 

You can select Approve or Deny. Also, you can add Another outcome option via the Approval Properties page.

Please visit the following user guide for more information about advanced settings:

How to Set up an Approval Element in JotForm Approvals

When you’ve added another approval step and correctly connected all the elements, you’ll have a multistep approval process:

Create a new multistep approval from scratch 

You can create a multistep approval from scratch via the My Approvals page:

1. Click on the  Create Approval button.  

2. Select Start From Scratch

When you select Start From Scratch, you’ll see a new approval workflow without any elements. 

First, select a form for the new approval workflow. Click on the Add Form link:

After selecting the form, start dragging and dropping the elements you need from the Elements tab on the left side of the screen.

You can learn more about all of the Approval Element from the below guide:

How to Set up an Approval Element in JotForm Approvals

The main element of every multistep approval process is the approval element. You’re able to select as many approval steps as you need. 

Simply drag and drop approval elements from the Elements tab to start creating a multistep approval. 

Please note that you cannot link multiple approval processes to the same form. Your form can only be connected to one approval process; however, you can create multiple steps in one approval process. 

Select the approval element and move it to your flow. You can edit the approval properties by clicking on the dots next to the element and selecting the gear icon. In the Approval Properties, you can add the approver’s email, rename the element, or configure other options. 

Once you’ve created and set up a new approval element, you need to connect this element to your flow.

To set up a new connection 

1. Point to a parent element and move the connection to the target element.

2. Click on Select Outcome and choose the outcome for the new connection.

Note: You can select Approve or Deny. Also, you can add Another outcome option via the Approval Properties page.

To delete a current connection 

1. Click on the connection line.

2. Click the trash/delete icon.

For each denial and approval, you can set up an automatic email response:

To add an email response, drag and drop the Send Email element and connect it to the flow.

You can add other options for your multistep approval process such as Merge Branches, If-Else Conditions, and more. 

The final step of your approval process is the End Flow element. Use it to indicate which element should end the flow. 

Note: This is an important element, especially if you have conditions in your approval flow.

After completing the flow, you can track the approval process from your inbox.


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1 Comment...

  • Amy_Collins_amy

    Can I set up an approval flow so that a form template can be sent to a person for a signature, then sent to a second person for a second signature, then sent to a third person for a final signature, if I won't know the email address of the third recipient until just before I need to send the form?
    I have a form that a teacher will fill out and sign. They will then have to send the form with their signature to management for a second signature. Management will then need to send that form to a third party (a parent) but we won't be able to send it until the first 2 signatures have been collected. How do we set this up?