How to get email address included as part of audit trail?

Hi there,

We created a form that we use for bank changes with a payment processing partner of ours. They require an email as part of the audit trail of the signing. Is there a way to configure this or make sure it meets their requirements?

Hi Brock,

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.

To include an email address as part of the audit trail for your bank change form, you can use the Approve & Sign element in Jotform Workflows. This allows approvers to provide their signature and include their email as part of the audit trail when they approve or deny an entry.

Here’s how to set it up:

1. Add an Approve & Sign element to your workflow in the Workflow Builder.
2. Open the properties by clicking the gear icon on the Approve & Sign element.
3. Select outcomes that require signatures.
4. Enter the approver’s email or select the email field from your form to assign it dynamically.
5. Complete your workflow so approvers must sign and their email is recorded in the audit trail.

This setup ensures the email is included as part of the signing audit trail, meeting your payment partner's requirements.

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

When I do this it's saying "Approval outcomes are not connected to any element on the builder."

Hi Brock,

The error "Approval outcomes are not connected to any element on the builder" means the approval outcomes in your workflow aren't linked to any form elements yet.

Here’s how to fix it:

1. Go to your Workflow Builder.
2. Connect the approval outcomes to the relevant form elements or conditions that trigger the approval step.
3. Ensure the Approve & Sign element is properly linked to these outcomes.

This connection is necessary for the approval process to work and record the email in the audit trail.

I selected the email field though from the dropdown and it's still saying this.

Hi Brock,

If you’ve selected the email field but still see the error, please check that the approval outcomes are properly connected to the form elements or conditions in the workflow. Sometimes, you also need to link the approval outcomes to specific form fields or submission triggers explicitly.

Try reviewing the workflow connections again to ensure all steps are linked correctly.

This isn't helping

Hi Brock,

One of our Support Team members will take it from here to follow up shortly.

Hi Brock,

Thanks for reaching out to Jotform Support. If you need the signer’s email to appear in the audit trail, you can add a required email field to your form. This ensures their email is collected at the time of submission and included in notification emails or attached PDFs.

But if you're using Jotform Sign and sending the document directly to each signer via email, their email is automatically included in the audit trail, along with the timestamp and IP address.

If that’s not exactly what you’re looking for, can you explain a bit more so I can help you better? Can you send me the link to your form so I can take a look at it for you? This guide shows you how to share it with us.

Once we hear back from you, we'll be able to help you with this.

Hi there,
Thanks for the quick reply. I figured out that I had sent via the link
instead of via email and therefore it won't collect it as part of the audit
trial, even though there is an email field in the form itself. It needs to
be a part of the audit trail itself to be counted by our partner. Sending
via email is what I needed to ensure we do for it to collect it as needed.
Thank you!
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