Allow the approver to edit the submission on the approval flow

Salve,

sto creando un modulo con il vostro sistema, e al momento vorrei farvi i miei complimenti.. tutto davvero ben fatto e molto semplice.

Sto creando un modulo di registrazione membri di una associazione e desidero che una volta inseriti i campi e compilato il pdf, la richiesta venga approvata. In fase di approvazione però, il gestore del modulo deve riuscire a modificare il pdf inviato con l'aggiunta di 3 campi e una firma, dopodichè il sistema invia una mail con il nuovo pdf.

È possibile?

Grazie

Hi Gaas,

Thanks for reaching out to Jotform Support. Unfortunately, our Italian 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 Italian, 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, let me help you with your question. You can achieve this by adding an edit link to the notification email for the manager to allow them to fill out the fields and sign. Let me walk through with you to achieve this:

First, we need to add the Get Form Page URL widget to use it in our condition:

• In Smart PDF Builder, click on the Add Form Element menu on the left side of the page.
• Under the Widgets tab, search for the Get Form Page URL widget and add it to your form.

Then, we can create a condition to show the manager's fields to complete them in the approval flow:

1. In Smart PDF Builder, in the blue navigation bar at the top of the page, click on Settings.
2. Click on Conditions on the left of the page.
3. Now, click on Add a New Condition and then click on Show/Hide Field.
4. Set the conditions as you see below:

See the screencast below for more details:

The last step i adding the edit link to the manager's notification email:

1. In Workflow Builder, click on the Gear icon for the Approve Element.
2. Scroll down to the Notification Emails and click on Edit Email.
3. In the window that opens, click on the Form Fields dropdown menu and select Edit Link.
4. After adding the link, click on Save, and you're done.

Make sure that you need to disable the Signature automation. to allow the manager to edit the submission and add their fields:

• In Smart PDF Builder, scroll down to the Signature field.
• Click on the Signature field, then click on the green Sign Automation button.
• In the window that opens, turn off the Jotform Sign toggle.

Also, you should prevent the approval flow from restarting when manager edit their submissions:

Check the result after completing the form:

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

Thanks, very interesting, I'll try it.

Perhaps simplifying some steps: If the manager, after receiving the PDF, modifies it locally by adding the necessary fields (for example the signature and stamp of the association, the registration number, the registration date etc etc). Could you then reload it into the system and during the approval phase, send the new PDF to the member?

I have to try to create the simplest scenario for the manager.

Thanks in advance.

Hi Gaas,

Thanks for getting back to us. If you include the form filler's email address in the approval flow, the updated PDF will be sent to them when the manager has edited and approved the submission. Let me walk you through it:

1. In Jotform Approvals, click on the Email Settings.
2. Go to Recipients tab and select the Email field in the Reciepients field.
3. Next, go to the Advanced tab and turn on Send Submission PDFs. 
4. Then, select a document that you wish to send to the member after the manager has approved it. 

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