How can I reuse a form?

Hi, I'm a graphic designer and I want to use jotform for my approval process for different graphics that clients need to approve.

Can I reuse a form for this purpose; so that I won't have to create a new one every time?

Also, I don't want the clients to have to log in or anything.

Hi Mischell,

Thanks for reaching out to Jotform Support. I'm an AI assistant. I'll do my best to help you until someone from the support team is available.

You can definitely reuse a form for your graphic approval process without requiring clients to log in. To do this, simply create your form once and share the public URL with your clients. This way, they can access and submit the form without any login needed.

Here’s how to get the public link:

1. Open your form in Form Builder.
2. Click the Publish tab at the top.
3. Under the Quick Share tab, copy the form link.

Share this link with your clients for easy access and approval submissions.

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

...but I would need to update the image each time. So, would that still work?

Hi Mischell,

You can update the image on your reused form by editing the Image element in the Form Builder. Just replace the old image with the new one each time you need to update it. This way, you keep the same form link, and clients won't need to log in or use a new form.

Here’s a quick way to update images:

1. Open your form in Form Builder.
2. Select the Image element you want to update.
3. Replace the image with the new one by uploading or entering a new URL.

This keeps your approval process smooth and consistent.

Would they also be able to have new response to the approval each time? I don't want their responses from the last approval to be shown on the new one.

Hi Mischell,

Yes, clients can submit new responses each time without seeing previous submissions. Each form submission is separate, so past responses won't be shown on new submissions.

If you want to prevent multiple submissions from the same user, you can enable the Unique Submission option in your form settings.

Here’s how to check it:

1. Open your form in Form Builder.
2. Go to the Settings tab.
3. Scroll down to Unique Submission and choose your preferred option.

This keeps each approval response fresh and independent.

So each form would have a new url each time?

Hi Mischell,

No, the form URL stays the same each time. You just update the content like images, and clients submit new responses through the same link without seeing previous submissions.

So each time I need to submit for approval, I use the same form, update the image and send the url to the client?

In my process I have stages to revisions. such as Concept, Revision 1, Revision 2, Revision 3. Would I need separate forms for each one?

Hi Mischell,

You can use the same form for all approval stages by updating the image and adding a field to indicate the stage (Concept, Revision 1, etc.). This keeps everything in one form and submission flow.

If you prefer separate forms for each stage, that's also possible, but managing multiple forms might be more complex.

For multi-step approvals, Jotform Workflows allow you to set up stages and track each approval step efficiently.

What if I have to send multiple different approvals forms to multiple people at the same time. Would they get the same url to the same form?

Hi Mischell,

If you send the same form link to multiple people, they will all access the same form but submit their own individual responses. Each submission is separate, so responses won't mix.

If you want to track approvals separately, you can add a field for the recipient's name or email to identify each submission.

I also don't want the client to be able to go back and change a response after it's been submitted. Is that possible?

Hi Mischell,

Yes, you can prevent clients from editing their responses after submission by not including the edit link in your autoresponder emails. By default, submissions cannot be changed unless you specifically allow it.

If you want to ensure no changes are made, simply avoid enabling the option that sends an edit link to clients.

Hi Mischell,

By default, users can not go back to their submission and edit it. This feature will need to be enabled by the form owner manually. You can find more information about this feature in this guide.

Let us know if you have any other questions.

Hi Mischell,

I moved your question to a new thread and will help you with that here.

Let us know if you have any other questions.

Hi Mischell,

I will be responding to your inquiry here instead. Can I ask what form element will you be using to add the graphics in the form? Will you be using the image element, or will you be using the File Upload element?

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

Thank you so much, Mary

I'll be using the Image Element. The client will only need to respond with their feedback and/or upload an image (this is just in case their revision requires an updated image)

Hi Mischell,

Will you be editing the form every after submission from each of the users? If yes, then, the image element will work. Another workaround to show different images to different users is to show and hide an image conditionally, depending on the user. You'll need to upload all the images using an Image field and then create a Show/Hide condition to change the visibility of the images based on the answers of your users. Let me walk you through it:

1. In Form Builder, in the orange 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 like you see below:

Set up conditions for all the choices for your question. Check out the screencast below to see how your form will work after setting up the Conditions:

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

So condition the form to the user?

Example: If email address is "xyz", Show/Hide field?

Hi Mischell,

Yes, that is correct. You can create conditions specific to the email address.

Let us know if you have any other questions.