Need help with the Approval Flow.

  • GuyPalinckx
    Asked on 6 november 2023 om 07:12

    Hallo,

    Ik ben bezig met het maken van een kostennota voor het personeel.

    ze doen de aanvraag voor de kosten. Deze moeten worden goedegekeurd of afgekeurd door de directie.

    Wanneer het is goedgekeurd zou er door de directie enkele dingen moeten worden toegevoegd (documentnr, analytische code, ...) voor het kan doorgestuurd worden naar de boekhouding.

    Maar hoe doe ik dit het beste? ik heb nu een 2de formulier gemaakt, maar kan deze niet koppelen om samen door te sturen naar de boekhouding.

    Alvast bedankt om mee te kijken

    Guy

  • Eliza Jotform Support
    Replied on 6 november 2023 om 10:16

    Hi Guy,

    Thanks for reaching out to Jotform Support. Unfortunately, our Dutch Support agents are busy helping other Jotform users at the moment. 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, keep in mind that you'd have to wait until they're available again.

    Now, to help you with your question, I’ll need a bit of time to look into this. I’ll get back to you as soon as I can.

    Thanks for your patience and understanding.

  • Eliza Jotform Support
    Replied on 6 november 2023 om 11:25

    Hi Guy,

    Thanks for your patience and understanding, we appreciate it. If I understood you correctly, it's only the Management Team that needs to decide whether to Approve or Deny the Costs Application. If so, I suggest you use this Approval flow that I created on this Demo Form. Take a look at the screenshot below for the flow I created:

    Need help with the Approval Flow Screenshot 50As shown in the screenshot above, I added an element for PDF. This is so the Accounting Team receives PDF reports via email that includes data from both Form 1 and Form 2. Check out the steps and screencast below to see how I added the element:

    1. Add the PDF Element and connect it to Form 2.
    2. Click on the Gear icon, and tick the box that says New Document. You should tick the boxes for both Form 1 and 2.
    3. Add the email address of the recipient. In this case, it should be the Accounting Team's email address.
    4. Click on the Save button.

    Need help with the Approval Flow Screenshot 61 Now, let me walk you through how the flow works:

    1. The management receives the Costs Application.
    2. They'll decide whether to Approve or Deny it.
    3. If they hit Approve, they'll receive another email requiring them to fill out the second form, so they can enter the data, such as the document number, analytical code, etc.
    4. They have to fill out Form 2, and Submit it. Check out the screencast below:

    Need help with the Approval Flow Screenshot 72 Once the Management submits the form, the Accounting Team receives an email notification, which includes the PDF attachments with data from the two forms. See the screencast below for my results:

    Need help with the Approval Flow Screenshot 83 If that’s not exactly what you’re looking for, can you explain a bit more, so I can help you better?

    Once we hear back from you, we'll be able to help you with this.

  • GuyPalinckx
    Replied on 7 november 2023 om 03:50

    Good morning,

    I'm adapting my form follwing the hints you provided me.

    But I have a few questions

    Does the one who approves need to have an account in Jotform?

    And the accounting team?

    regards

    Guy

  • GuyPalinckx
    Replied on 7 november 2023 om 05:57

    Hi

    It seems to be working but I need to expend it a bit more :)

    There are 3 departments who need to approve the request. (KS / LS or SO)

    I modified the current form but I can't use the second form with the additional info for all departments.

    It has to be send to a different person. So I'm a correct to say I need to create 3 forms but with a different emailadres?

    thanks again

    Guy

  • Annaliza Ortiz Jotform Support
    Replied on 7 november 2023 om 06:00

    Hi Guy,

    Thanks for getting back to us The approver doesn't need to have a Jotform account. Also, for approvers that have a Jotform account. You have the option to enable or disable login for approvers. Let me show you how:

    1. In the Approvals, click on the Approver settings.
    2. Scroll down, to disable/enable the Require Login for the Approver.
      Need help with the Approval Flow Screenshot 20

    Reach out again if you have any other questions.

  • GuyPalinckx
    Replied on 7 november 2023 om 07:12

    Hi

    It seems to be working but I need to expend it a bit more :)

    There are 3 departments who need to approve the request. (KS / LS or SO)

    I modified the current form but I can't use the second form with the additional info for all departments.

    It has to be send to a different person. So I'm a correct to say I need to create 3 forms but with a different emailadres?

    thanks again

    Guy

  • Annaliza Ortiz Jotform Support
    Replied on 7 november 2023 om 07:37

    Hi Guy,

    Thanks for getting back to us. Can you provide us with the form URLs that you are referring to and the process of the approval flow so we can check it on our end?

    Once we hear back from you, we'll be able to help you with this.

  • GuyPalinckx
    Replied on 7 november 2023 om 07:39
  • Eliza Jotform Support
    Replied on 7 november 2023 om 08:17

    Hi Guy,

    Thanks for getting back to us and for explaining it a bit more. I’ll need a bit of time to look into this. I’ll get back to you as soon as I can.

    We really appreciate your patience and understanding.

  • Eliza Jotform Support
    Replied on 7 november 2023 om 09:52

    Hi Guy,

    Thanks for your patience while we’re looking into this. I checked the updated Approval Flow on your form, and it looks like the branches are essential to the approval process that you want to set. To answer your last question, yes, we can create three separate Documentinformatie forms. You can just clone the existing form you already have and name them according to the assigned departments. Take a look at the screenshot below:

    Need help with the Approval Flow Screenshot 50Then, assign each form to every approver. Check out the screencast below:

    Need help with the Approval Flow Screenshot 61

    And, for the last part of the flow, we can use the Email Element instead of the PDF element. Don't forget to assign the Accounting Team's email address to the Email Element. See the screencast below:

    Need help with the Approval Flow Screenshot 72 Here's the screencast of my results:

    Need help with the Approval Flow Screenshot 83 That's it. Let us know if there’s anything else we can help you with.

  • GuyPalinckx
    Replied on 8 november 2023 om 03:18

    Good morging

    Thanks for your reply.

    I think we are almost their ...

    Another question, you used email instead of pdf. But are all the documents included when the email is send


    regards

    Guy

  • GuyPalinckx
    Replied on 8 november 2023 om 03:50

    Good morning

    another question.

    After approval, we need to add the additional informatiom. but how can I refer to the request because we don't see any information.

    thanks again

    Guy

  • Annaliza Ortiz Jotform Support
    Replied on 8 november 2023 om 04:58

    Hi Guy,

    Thanks for getting back to us. you can add a PDF or send the submissions as PDF Documents. Let me show you how:

    1. In your Approvals, click on the Email element Settings.
      Need help with the Approval Flow Screenshot 30
    2. Under the Email Properties, click on the Advanced tab.
    3. You can enable the Send Submission PDFs and choose the documents.

      Need help with the Approval Flow Screenshot 41

    Also, what information would you like to add? Once we hear back from you, we'll be able to help you with this.

  • GuyPalinckx
    Replied on 8 november 2023 om 05:06

    Hi

    Thanks again.

    After the resquest and approval, the team need to add additional information on the request by using the second form. But I don't see any information in this form concerning the request. What if 2 requests are done on the same moment, I don't know witch one I'm using ..

    I hope this is clear

    regards

    Guy

  • Eliza Jotform Support
    Replied on 8 november 2023 om 07:13

    Hi Guy,

    Thanks for getting back to us and for letting us understand your requirement better. I did another checking on the Approval Flow we've come up with, and I now have a better suggestion of what the flow should be, so that the approval and editing process will be easier. I suggest you just put the 2 forms into just 1 form instead. We can do this by putting the Documentinformatie Table to your original form, and hide the field, so the applicants won't see it. Let me show you how to do that:

    1. Click on +Add New Page Here.
    2. Open Form Elements.
    3. Drag and Drop the Input Table to the added page.
    4. Enter the texts that you'll be needing.

    Need help with the Approval Flow Screenshot 100 Next, let's add the Get Page URL Widget to your form. This is so the form will be triggered if the approvers hit the Edit Submission Link.

    1. In Form Elements, go to Widgets.
    2. Search for Get Page URL.
    3. Drag and Drop it below the Table.

    Need help with the Approval Flow Screenshot 111 Don't forget to hide both the Documentinformatie Table and the Get Page URL fields. Let me show you how to hide them:

    Need help with the Approval Flow Screenshot 122 Then, let's set Conditions on your form.

    1. Go to Settings, and select Conditions.
    2. Click on Add Condition, and choose Show/Hide Field.

    Need help with the Approval Flow Screenshot 133 Now, let's go back to your Approval Flow:

    1. Delete the 3 forms we added, since we no longer need them.
    2. Connect the 3 Approval Elements to the Email Element.

    Need help with the Approval Flow Screenshot 144 The Email Element should have the Accounting's email address. Don't forget to turn on Send Submission PDFs. This is so the Accounting will receive the complete details.

    Need help with the Approval Flow Screenshot 155 Now, to sum up, here's what will happen. The applicant fills out and submits the form.

    Need help with the Approval Flow Screenshot 166 The approver receives the first Notification Email. In this email, there's the Approve and Deny button. There's also a link that they have to click to edit the Submission. If they'd like to Approve it, they first need to:

    1. Click on the link in the email.
    2. Edit the part of the page to enter the data for Documentinformatie (Last Page).
    3. Click Submit.

    Need help with the Approval Flow Screenshot 177 After that, the approver receives another email. This time, he no longer needs to click on the edit submission link. He just needs to hit the Approve button.

    Check out the screencast below to see what the Accounting Team's email notification would look like:

    Need help with the Approval Flow Screenshot 188

    You can clone this Demo Form I created.

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

  • GuyPalinckx
    Replied on 9 november 2023 om 03:45

    Hi

    I changed the form the way you explained.

    So I don't need the 3 different forms anymore with the additional information.

    But when I click on the link in the mail for approval, the form is empty.

    What am I missing?


    regards


    Guy

  • Mary Jotform Support
    Replied on 9 november 2023 om 06:01

    Hi Guy,

    Are you referring to copying this sample form? Upon approval, you should be redirected to the form inbox. Can you take a screenshot of what’s happening and send it to us? This guide will show you how to do that.

    Once we hear back from you, we'll be able to move forward with a solution.

  • GuyPalinckx
    Replied on 9 november 2023 om 06:08

    Hi,

    I have my own form.

    But I dont get the url to edit the submission.

    Need help with the Approval Flow Screenshot 20

  • GuyPalinckx
    Replied on 9 november 2023 om 06:31

    Ignore previous question;

    I found it myself


    thanks

  • GuyPalinckx
    Replied on 13 november 2023 om 03:32

    Hi,

    Another 2 questions.

    I need people to add documents to the request.

    What is the easiest addon to use so the approval person can see this document

    I also need to add a unique number to each request. Is there also a good addon to use?


    Thanks and regards

    Guy

  • Mary Jotform Support
    Replied on 13 november 2023 om 05:56

    Hi Guy,

    For example, if you have added an upload field, you will need to make sure that it is added to the approval email:

    Need help with the Approval Flow Screenshot 30

    Once the approver receives the approval email, they will be getting the submission with the link to the uploaded file:

    Need help with the Approval Flow Screenshot 41

    I have moved your second question to a new thread and will help you with that here.

    Let us know if you have any other questions.