Approval flow: Is there a way to populating data from one Jotform to another?

Hello Support,

We have a 2 forms - Ahrens Group Capex Requests & Motor Vehicle Workflow

On the Motor Vehicle Workflow form there is some fields that match the Ahrens Group Capex Request form (Email, Name, Division etc.)

Is there a way, that when a user fills out the Motor Vehicle Workflow form, once approved, it then flows to the Capex Request form and pre populates some of the fields completed?

If so, is this an automated process for the above? Workflow similar to the below -

User fills in Motor Vehicle Workflow
Vehicle form approved
Some fields that match the Capex form then pre populate into the Capex Request
Then the Capex request form process is started

Thank you for your help, if you need further information please sing out.

Cheers.

Hi jotforms67,

Thanks for reaching out to Jotform Support. I understand what you’d like to do, but I’ll need a bit of time to work out a solution. I’ll get back to you shortly.

Thanks for your patience, we appreciate it.

Hi jotforms67,

It is really easy to prepopulate a second form in the approval flow. Let me show you how:

1. Add your second form to your approval flow.
2. Now, select the form you want to add into your approval flow, and add email where you want to send the second form.
3. Click on prefill, and toggle on Prefill Form Fields and map the field you want to populate.

Check out our blog on Keep your approval workflow moving with prefill functionality

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

Thank you, I will give this a go today/tomorrow and confirm back if this is working as expected.

Hello,

Can we set this up also like the below -

Once user submits Workflow Step One, it then gets sent to the approving manager to approve.

Once they have approved it, it then automatically sends the approving manager Workflow Step Two to complete.

Once this is completed and approved, it then automatically sends them the Capex form to complete WITH pre populated data from Step One AND Step Two?

Once they hit submit on the Capex form it then goes off to the final approval chain.

If so, please list the steps needed to achieve this.

Thank you for your support.

Hi jotforms67,

Keep in mind that once the Approval flow is completed, the approval flow ends. Please clarify this answer for me.

1. The users submit the form, and the approving manager receives the approval email.
2. If the Approving manager approves the submissions, do you want the prefilled Capex form to be sent to the approving manager? Or to the user who initially submitted the form?
3. Also, for your final approval flow, after the Capex form is submitted, do you want to send this to the approving manager? Or to someone else?

Once we have a better understanding of the flow that you are trying to create, we can help you accomplish it.

Hello Joshua,

1. The users submit the form, and the approving manager receives the approval email. - Yep
   
   
2. If the Approving manager approves the submissions, do you want the prefilled Capex form to be sent to the approving manager? - Yes correct Or to the user who initially submitted the form?
   
   
3. Also, for your final approval flow, after the Capex form is submitted, do you want to send this to the approving manager? Or to someone else? - This will need to be sent to someone else, the company Director.

Thank you! :)

Hi jotforms67,

Can you try to check out my screenshot below for the approval flow below:

You can check out my clone form here and you can clone it as well. Can you try it again and see how it goes? If you run into the same issue again, let us know, and we'll do some more testing to see what's going on. 

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

Hello,

When I try and add in a form, under form properties, it is only letting me select 4 of them, I am unable to search for any others?

Can you please assist?

Thank you.

Hi jotforms67,

I tested it on my end to see if I could replicate the issue, but everything was working properly. Check out the screencast below to see my results:

I've gone ahead and cleared your form caches as an additional aid. Can you try it again and see how it goes? If you run into the same issue again, let us know, and we'll do some more testing to see what's going on. 

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

Hello,

I have tried this again but only displaying one extra form.

I have cleared the browser cache, closed the browser and reloaded.

Still only shows 5 forms total and unable to search the rest of my list -

The full list -

Is there anything else I can do to get this working? Really need these forms setup and in a testing position today, sorry!!

Hi jotforms67,

Rest assured, we’ll find a solution for this. Can you share with us a screen recording of what’s happening so we can try to replicate it on our end? You can share the video recording on any public sharing platform like Google Drive or Dropbox, or you can simply use Loom to record the video and share the video link with us.

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

Thanks for the Waqas, I have recorded via Loom.

https://www.loom.com/share/8250638783894c32b872d85e93d57bb4?sid=be31b660-c459-41e2-b5c5-60d025eaf2e3

Cheers.

Hi jotforms67,

Can you try to delete the form element from your approval flow and add it back again? Can you try it again and see how it goes? If you run into the same issue again, let us know, and we'll do some more testing to see what's going on. 

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

Hi Waqas,

I have closed the browser, re opened, logged in and tested.

I tested on the initial form I was working on and another which had no approval flow setup, and I still only see 5 options in the Forms list to pick from.

Would it be a setting within the form itself that is preventing this from been selected?

Without the options to select any of our JotForms, I am stuck in progressing with the development of this workflow.

Thank you for your help.

Hi jotforms67,

I understand the issue, but I’ll need a bit of time to work out a solution. I’ll get back to you shortly.

Thanks for your patience, we appreciate it.

Hi jotforms67,

This form already has an approval flow. You will need to delete and purge the approval flow so you can connect it in the first form. The form can only be connected into one Approval Flow, even if the triggering form is another form. Let me show you how:

1. In Form Builder, click on Settings in the orange navigation bar at the top of the page.
2. Under the Approval Flows tab on the left side of the page, hover your mouse over the Approval Flow and click on the Gear icon.
3. Click on the Trash Can icon and in the pop up that comes up, click on Confirm to delete the Approval Flow. That’s it.

Check out this guide if you want to learn more about Approval Flows.

Give it a try and let us know if you need any other help.

Ah okay that makes sense.

I removed the approval flow from the Step Two request and was able to add it.

I then assume as our current Capex Request document has a big approval flow, it wont be allowed to be selected in this?

Would the best work around for this be to clone the Capex form, and have a secondary one for Vehicle Workflow?

Hi jotforms67,

Yes, you need to delete the approval flow of the form if you want to use it on another form.

Let us know if there's anything else we can help you with.

Thank you for your help with this one!