Approval Flow Question.

Hi there,

I currently have a form title employee performance review (PR) that has an approval flow process. The form has launched and the approval flow has been successful. However, I did receive feedback from department based on how their process of completing the performance review. For this particular department the manager will complete the PR and the director will then review the PR before submitting to the HR department. Then the flow stays the same from that point on. Is there a way to send an email to approve the PR to the director for people ONLY in this department? I don’t want to add this extra step for all the employees and have the director of this particular department be approving PRs for all staff. I hope this makes sense!

Thank you

Hi Madison,

Thanks for reaching out to Jotform Support. So far, this is what we understand:

• After the manager submits the form, it gets sent to the Director.
• Then, the Director approves it and gets sent to the HR department.
• Finally, once the HR Department approves it, an email will be sent to the employees.

Is this the flow that you are trying to create? If so, yes, you can create it. Let me show you how:

1. In Form Builder, click on Settings from the top bar menu, and click on Approval Flows from the left panel menu.
2. Then, hover your mouse over the Approval Flow, and click on the Pen icon.
3. Next, format your Approval Flow to something like this:

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 can move forward with a solution.

Yes, I understand how to do that. The question is that I need the form to be approved by the director of one particular department before it gets sent to HR. Currently the flow is that once the person submits the form it goes straight to hr. How to make the flow send where the director of this specific department gets the approval before being sent to hr while the reviews that are submitted by other departments bypass that step and go straight to the hr department for approval.

Hi Madison,

The solution provided by Joshua on the approval flow he set up was based on the requirements you've mentioned. Can you try it out and test the approval flow? If that's not exactly what you’re looking for, can you explain a bit more what issue still needs to be resolved, so I can help you better?

As soon as we hear back from you, we can move forward with a solution.

No, it doesn’t. I need the manager to submit the form for approval to the director for only ONE department. Once the director approves it then gets sent to the hr department. Again this process is only for ONE department. The rest of the departments will submit the form straight to the hr department for approval. I am asking if there is a way to do this where for every other department it bypasses going to the director and straight to the hr department. If I do it the way you’re suggesting. Which I already know how to do it the director will bring approving the forms from other departments. Once again my question is how do i make the approval flow bypasses the director from that one department approving the form from those who are not apart of that department.

Hi Madison,

Thank you, I understand things much better now. It is very easy to do by adding an If/else condition in your Approval flow. Let me show you how:

1. In Approval Flow, add an If/Else condition in your flow.

2. Select the Gear icon and add a condition for when your user selects a specific department on your form.
3. Click Save once you're done.

4. You can then copy the Approval flow I've set up below:

This way, the approval flow will have two paths: one where it will be approved by the Director when the selected department is true in the condition, or it will only be sent to HR when false in the condition. We also have a guide here that you can check to learn more about this.

Give it a try and reach out again if you have any other questions.

Thank you so much for your help. I appreciate you taking the time to show me how to do this.