Assigned forms through Workflow not appearing on Assigned to Me section

Hi there.

I have a workflow where a patient fills in a form which prefills another form which I need to complete. In the workflow, I have assigned that second form to me. I receive emails notifying me of the assigned form but I do not see it in "assigned forms" in the jotform interface.

I want to be able to see all the forms assigned to me in this way without leaving the jotform interface.

Please advise how to achieve this?

Hi Jonathan,

Thanks for reaching out to Jotform Support. I understand you're expecting the form assigned to you through a workflow to show up in your Assigned to Me section. However, forms shared through Jotform Workflows don’t appear there.

These forms can only be filled out using the link sent to your email, since it uses a special URL designed to trigger the workflow when submitted. If you manually assign the form to yourself and submit it from the Assigned to Me section, it won’t trigger the workflow and will just be treated as a regular submission.

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

John I want to generate a prefill for each submission by the patient and then have those prefill links all appear in one place. Checking my email for each submission doesnt work for me.

How can we achieve that end?

Hi Jonathan,

As mentioned by my colleague John, when using the Workflow, the second (prefilled) form must be accessed via the URL sent via email, otherwise the Workflow will not recognize the action and the Approval Status will not update.

If you want to generate prefill links for each submission and have them in one place. You can use the Jotform Prefill feature. This way, after your patient submitted the first form, you can create a second form that can be filled via the Tables Prefill. Prefilling your form using another form is easy. Let me show you how:

1. In Form Builder, in the orange navigation bar at the top of the page, click on Publish.
2. Now, click on Prefill in the menu on the left side of the page, and then select Tables Prefill.
3. Under Select a Table click on the Downward Arrow icon and select the form that you want to prefill from, then under Select a Tab click the Downward Arrow icon and select a tab.
4. Finally, match the fields and click on Save Settings on the bottom-right side of the Form Prefill section.
   
   

Now that you’ve set up the prefill settings, you'll need to add a new prefill. Let’s do it:

1. Click on Add a New Prefill and select a row or the rows you want to be prefilled.
2. Then, click on the Create button in the top right corner of the page.
   
   

That's it. Now, a prefill link's been created, and you can use them to fill your new form. 

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

This is a manual process. It is also how we have been generating prefill links up until now. It is labour intensive and non-automated and both of those things are a problem.

Any out of the box ideas utilising boards or integrations which might solve this|?

Hi Jonathan,

Currently, Jotform Workflows do not automatically display assigned forms in the Assigned to Me section, and the prefill links generated through Tables Prefill require manual creation as you mentioned. For a more automated approach, you might consider leveraging Jotform Boards or integrations with automation platforms such as Zapier or Integromat (Make). These tools can help automate the process by:

• Automatically capturing new submissions from the initial patient form.
• Generating prefill links or triggering the creation of prefilled forms.
• Organizing and displaying these links or tasks in a centralized board or app for easy access.

While this requires setting up integrations or workflows outside of Jotform's native interface, it can significantly reduce manual effort and streamline your process.

Reach out again if you have any other questions.

Please explain further how this might be better automated using Jotform Boards?

Hi Jonathan,

I don't think using Jotform Board can help you achieve your goal. We have the Submission Inbox, where you can see the assigned form, but it'll not have the prefilled field if you complete it from there.

While the feature you’re looking for isn’t currently available at Jotform right now, we've gone ahead and escalated your request to our Developers. Exactly when or if it's developed depends on their workload, how viable it is, and how many other users also request it. If there are any updates, we’ll circle back to this thread and let you know.

Reach out again if you need any other help.