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How To Assign Status To Submissions

How To Assign Status To Submissions

In this guide, you’ll learn how to manage submissions approvals. 

You can approve or reject submissions using a hidden dropdown field. This is a bit like an Admin Approval System. It’s very useful for a number of use cases, such as accepting or declining a user’s booking. It’s also useful for application forms; you can approve applications if users meet the requirements or reject them if they don’t.

1. Add a dropdown field to your form with the approval options you want. To hide the field, right-click it, then select Hide.

Related guide: How-to-Hide-Form-Fields.

2. Let's assume you've already received form submissions. To open your form submissions page,

a. Go to your My Forms page

b. Select the form and click on the Submissions button above it to open JotForm Tables

3. In JotForm Tables, select the submission with the status you want to update.

4. Click the three vertical dots icon.

5. Click the Edit Entry option.

6. Edit Entry will open the form with the user’s data in it. Now you can select an option in the dropdown field for approval.

7. Submit the form, and that’s it. Otherwise, click the X at the top right side of the page to cancel the edit.

If you’d like to notify users of the status of their submission, you can apply an email condition to your form.

How to assign a status to submissions through the old submissions page

On the old submissions page, select the entry from the grid of submissions, and then click the Edit button located at the top right corner of the window.

Select the status, and resubmit the form. Click the Cancel Edit button to cancel the edit.

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  • chad001

    Is it possible that the user who submitted the form can cancel his/her submission? Thanks!

  • TheAmericanDrivingSocietyInc

    not 100% sure we are on the same page. This is the process:
    1. Organizer fills out a Date Application hits submit that should come to

    2. Organizer fills out the appropriate Application (Combined, Pleasure or Recreational) they in turn need to submit it to their Technical Delegate for approval.

    3. The Technical Delegate needs to mark it as approved and that approval needs to come back to

    Hopefully that makes more sense


  • PSPfinance

    I would like form submissions to be sent to an approver, like the answer given to
    AZDBAdesze below. Once the approver has selected their choice, would the form submission come back to me? I'm hoping it can. Thank you!

  • AnglersWarehouse

    Hi I have added the hidden box widget on both my forms and just tried going into already submitted forms to add internatal status notes however when I go to submissions and click on the edit icon it takes me to the published view of the jotform with the information however the hidden box doesn't appear as its 'hidden' from the published view.

  • colliervilleband

    I have attempted to implement the hidden box widget on my form according to this post, but it is not working as I expected. On the form, I gave the hidden box a label of "Status" but on my submissions, the field is showing as "Type a question". How can I get the field to have the same label on both the form and the submission?

  • pixel_verkefni

    Is it possible to use dropdown values for approved / disapproved rather than have to type?
    also; is it possible to notify with a text message?

    Thank you

  • HSMusic

    Does this tool only work when using the all questions are listed on the same page format? I am having difficulty locating the hidden box tool when I am using the one question per page format. Any help would be greatly appreciated.

  • AZDBAdesze

    Is it possible to just send an e-mail to the approver for each submitted form with a link to the form and allowing the approver to approval or reject the form? Also, allowing the approver the capability of telling the submitter why their request was rejected.

    This is the solution I am looking for.

  • leeanndumas

    I develop forms for others in the organization. Would I have to share the form with them so that they could use the hidden boxes to update the status? Currently, I only share submissions.

  • swintonpaterson

    This looks helpful but can I also hide a submit button beside the status field?

    I have a 5 page form but need to add a status field to the top which could be updated quickly rather than paging through the whole form to reach the submit button at the end. Any advice?


  • machinjosie


  • jamie.rancourt

    Is there a way to do a mass update to a hidden attribute such as status across multiple submissions? This would be useful rather than having to edit each record individually.



  • Klloyd

    I do not see the Power Tools option any longer. I had it and used the Hidden option and used it on one of my other forms but now it doesn't seem to be available any longer??

  • apressi

    Thank you very much, that's exactly how I've set the form until now.
    The radio button would be faster as I should only click to set the status as "paid" instead of having to write it manually.
    Thank you anyway for your reply.

  • gotcha

    How do I get a report to only show those that been approved using a hidden box.?