Jotform Workflows: allow multiple assignee email address

Goedemiddag,

Ik heb een vraag over deze workflow: https://eu.jotform.com/workflow/251843273551356/build

Formulier “Work-related risk and accident report (All employees)” (ID: 241553780534357) is input voor deze workflow. 

De email die verzonden wordt n.a.v. het invullen van dit formulier moet niet naar 1 persoon, maar naar 3 personen verstuurd worden. Kun je mij vertellen hoe wij dit zouden kunnen oppakken? Op dit moment kan ik namelijk maar 1 mailadres invullen van de persoon naar wie het follow-up formulier (ID: 251842404170348) verzonden moet worden. 

Hoor het graag!

Hi Vico,

Thanks for reaching out to Jotform Support. Our Dutch Support agents are busy helping other Jotform users right now, so I'll try to help you in English using Google Translate, but you can reply in whichever language you feel comfortable using. Or, if you'd rather have support in Dutch, let us know and we can have them do that. But, it might take a while until they're available again.

Now, coming back to your question, we understand that you'd like the second form assigned to three different assignees. Currently, in the workflows page, you can only insert one email address for the assignee email.

As a workaround for that, you can add the email addresses in the email and use a comma as a separator. Then, insert that email field in the assignee email address in the workflows. Let me show you how:

1. In the Form Builder, click Add elements on the left side and add an Email field into the form.
2. Click the gear icon on the email field to open field properties.
3. Click the Advanced tab.
4. Add the assignee email addresses separated by a comma in the Default value section.
   
   
5. Enable the Hide field option.
   
   

Now, edit the workflow to map this email field into the form element within the workflow.

While the feature you’re looking for isn’t currently available at Jotform right now, we've gone ahead and escalated your request to our Developers. Exactly when or if it's developed depends on their workload, how viable it is, and how many other users also request it. If there are any updates, we’ll circle back to this thread and let you know. 

Reach out again if there’s anything else we can help you with.

Hi Mary,

Bedankt voor de snelle reactie!

Ik heb de acties uitgevoerd zoals jij dat hebt beschreven. Het lijkt een goede oplossing, maar het werkt helaas nog niet helemaal bij mij. Zoals je kunt zien in de resultaten krijg ik namelijk een error.

Ik heb 2 mailadressen met een komma ertussen ingevuld bij de 'Default value section' van 'Email'.
Zodra ik een formulier invul, pakt hij het tweede mailadres alleen maar voor de helft, waardoor er geen mails worden verstuurd (zie ook de error bij de resultaten).

Kun je mij hierbij helpen? Alvast bedankt!

Hi Vico,

After checking, the email field can't support more than one email address. I won't be able to recommend using the short text field, since the assignee email address only accepts the email field. Another workaround you can try is to use an email field in the approval workflow and create a custom URL parameter.

The goal is to pass the data from the form 1 to form 2. We need to create the landing page's URL. This is a sample landing page's URL from the cloned version of the form:

https://form.jotform.com/251843812787063?reportedBy[first]={yourName:first}&reportedBy[middle]={yourName:middle}&reportedBy[last]={yourName:last}&datumIncident={datumIncident}&accidentTime={accidentTime90}&workflow={workflow}&workflow41={workflow41}&typEen84={typEen84}&typeOf={typeOf}&onderwerp={onderwerp}&accidentTime={accidentTime}&incidentDate={incidentDate}&nameOf={nameOf}&typEen={typEen}&typEen7={typEen7}&descriptionOf={descriptionOf}&location={location}&descriptionOf85={descriptionOf85}&getroffenMaatregelen={getroffenMaatregelen}&nogTe={nogTe}

To create the above URL. You must get the Unique Name of the fields you need to pass from both Forms. This is the breakdown of the format above.

• The URL of the target form
• ? — The question mark is used as a separator after the URL
• The query parameter* in key-value pair — Unique Name Form 1={Unique Name Form 2}

Please note, that multiple query parameters are separated by the ampersand (“&”) symbol.

Once the URL parameter is created, you can add an email field in the workflow and insert the link.

This approach allows you to pass the data from form 1 to form 2 and send it to the target recipients.

Give it a try, and let us know if you have any other questions.

Hi Vico_Connect,

We're excited to announce that you can now assign forms to multiple people in Jotform Workflows! Here’s a quick guide to help you get started:

1. In Workflow Builder, click on Add Element on the left side of the page. 

2. Now, under the Basic tab, click on the Form element, and when it opens in your Workflow, click on Select a Form.

3. In the window that opens, select your form and click on Add.

4. Then, in the Form Properties menu on the right, across from Assignees, click on Add.

5. In the Dropdown menu that opens, click on Fields and then select the Email field you want to use. 

6. Then, in the Continue After section, click on the Downward Arrow icon and choose one of these options:

1. Any Assignee Submits — The workflow continues as soon as any assignee submits their form.
2. All Assignees Submit — The workflow continues only after all assignees have submitted their forms.
3. Forms Are Sent — The assigned forms are sent, and the workflow continues immediately without waiting for responses from the assignees (fire-and-forget).
4. A Specified Number of Assignees Submit — The workflow continues after the specified number of assignees have submitted their forms.

You can also select assignees from an existing Jotform Table. Let me show you how:

1. In Workflow Builder, click on Add Element on the left side of the page. 

2. Now, under the Basic tab, click on the Form element, and when it opens in your Workflow, click on Select a Form.

3. In the window that opens, select your form and click on Add.

4. Then, in the Form Properties menu on the right, across from Assignees, click on Add.

5. In the Dropdown menu that opens, click on Table.

6. In the Select a Table window, click on Start From Scratch to create a new table or Select Tables to use an existing one, and then click on Next. Here, we used Select Tables as an example.

7. Select the tables you want to use and click on Next.

8. Now, click on X in the upper-left corner of the window to close it.

Or you can manually enter assignees directly in the Assignee field. Here’s how:

1. In Workflow Builder, click on Add Element on the left side of the page. 

2. Now, under the Basic tab, click on the Form element, and when it opens in your Workflow, click on Select a Form.

3. In the window that opens, select your form and click on Add.

4. Then, in the Form Properties menu on the right side of the page, enter the email address in the Assignees box. And that’s it.

Give it a try and reach out if you have any questions or need any help.