Approval Status not updating on Box integration.

Hello,

I have created a workflow requesting approval and sign for a document and once the document is taken to box the Approval Status is not up-to-date. How can I correct this?

Hi Marcela,

Thanks for reaching out to Jotform Support. I apologize for any confusion, but I'm having trouble fully understanding your concern. For us to assist you better, can you take a screenshot of what’s happening and send it to us? This guide will show you how to do that.

I cloned your form and tested it to see if I could replicate the issue, but everything was working properly. Check out the screenshots below to see my results:

Please be aware that the completion rule requires a response from the majority.

Keep us updated and let us know if you need any more help.

The worflow is working correctly in Jotform website, however whenever the form is duplicated into Box. The application is not updating approval status. I will attach integration screenshot as well as form that does not show correct approval status.

Hi Marcela,

I’ll need a bit of time to look into this. I’ll get back to you as soon as I can.

We appreciate your patience while we work on a solution.

Hi Marcela,

Thanks for patiently waiting. I tested the cloned version of your form and I ran into the same issue. It seems that Approval Status won't work on Box integration. Keep in mind that we only have a one-way connection in Box integration. This means that once the form is submitted, it automatically sends the data and files to Box. But as a workaround, instead of using the Approval Status in your PDF, we will add an Approval Status field on your form so that once the approver receives an email, they will need to edit the form to select if the form is Approve or Denied. Here's a sample result:

Let me show you how to do it:

1. We will add a Single Choice field to serve as your Approval Status.

2. Add a Get Form Page URL widget to your form. This will be used for our condition later on.

Once done, we will create a condition that will hide the Approval Status on the initial submission and will only show once the approver edits the form. But keep in mind to achieve this, you need to disable the Sign Automation to your form since it does not support editing the submission to keep it legally binding. Here's how:

1. In Form Builder, in the orange navigation bar at the top of the screen, click on Settings.
2. Select Conditions on the left.
3. Add a new Show/Hide Field condition.
4. Lastly, create condition. Here's a sample condition I created:

Now, once the condition has been created. Go back to your Approval flow to add an edit link to your Approval email. Let me show you how:

1. On the Approval page, click the gear icon of your Approve and Sign element.
2. Click the Edit Email in the Notification Emails option.
3. In the email content, click the Form Fields.
4. Lastly, select Edit Link and click Save. You can also add an instruction that the approvers are required to click the edit link so they can select an Approval status on the form.

Here's the result:

Give it a try and let us know how it goes.

I was able to include the fields above and hide the approval status however, once I click on the link to edit the form to approve. I am being denied access to edit form. How can I correct this?

Hi Marcela,

Please note that once a document is signed, editing the submission is no longer allowed, as the generated PDF document is legally binding.

While you can disable Sign Automation for future submissions, it is important to understand that submissions already received cannot be edited. This restriction ensures the integrity and legality of the signed documents. You will only be able to make changes to new submissions going forward. It is easy to disable Sign Automation, let me show you how:

1. In Form Builder, click on the Settings tab from the orange navigation bar.
2. Click the Jotform Sign on the left menu.
3. Toggle the button for ENABLE JOTFORM SIGN AUTOMATION to off.

Reach out again if you have any other questions.

When the form is created in box I am seeing to field appear two time.. How do I remove the first field?

Hi Marcela,

Are you referring to removing the first Approval Status in your PDF form since it has a duplicate field? Here's how to do it:

1. In Form Builder, click on the Form Builder option at the top left of the page.
2. Click on the PDF Builder option.
3. Click the Approval Status element and click on the red trash icon to delete it.

Give it a try and let us know how it goes.