Director Didn't Receive Email to Sign Form

Hi,

I have a form that requires the Director's signature. The intended process is as follows:

1. The educator completes the form and fills in all necessary details.
2. The form is then emailed to the Director for their signature, which also "locks" the file.
3. Once signed by the Director, the final version is emailed to the parent for their signature.

This workflow worked correctly when I was on an Enterprise account. However, now — even though I’ve applied the same conditions and notifications — the Director is no longer notified to sign the form. Instead, they only receive a copy of the completed document.

Could you please assist in resolving this issue?

Thank you

Hi GRO,

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.

It seems the issue with the Director not being notified to sign the form after moving from an Enterprise account is likely related to the workflow setup in Jotform Workflows. To ensure the Director receives the signature request notification, please verify the following in your workflow:

• Use the Approve & Sign element in your workflow to require the Director's signature.
• Check that the Director's email is correctly assigned as the approver/signer in the element's properties.
• Ensure the Sign Document element is properly configured with the correct document and signer roles.
• Confirm that the flow lines and outcomes are set so the Director receives the signing request before the final document is sent to the parent.

These steps replicate the Enterprise account workflow behavior where the Director is notified to sign and the form is locked upon signature.

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

Best regards,
Jotform Support

When I was using this flow on the enterprise account, we didn't need a workflow. We just used the get form url.

Hi mtisa,

I cloned your form and tested it to see if I could replicate the issue, and I ran into the same issue. After checking the condition, I noticed that Notification 2 will only trigger if the Director / Educator / Coordinator Name field is filled.

Since this field is hidden during the initial form submission, the director doesn't receive the email and can't access the edit link to sign. I suggest removing the condition, so the director will receive Notification 2 as expected and can use the edit link to complete their part. 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 in the menu on the left side of the page.

3. Hover your mouse over the Change Email Recipient Condition, and click the Gear icon.

4. Finally, select Delete, and you're done.

In Notification 2, simply add the edit link and give instructions to the director so that he can click it to fill out his part of the form.

Here's the result when the Director receives Notification 2:

Here's my cloned form if you also want to clone it from your account. We've got a guide here that'll show you How to Clone an Existing Form From a URL.

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

In Notification 2, simply add the edit link and give instructions to the director so that he can click it to fill out his part of the form. - how do I add this?

please note notification 1 is for the director while notify 2 is for the parent

Hi mtisa,

Since you're using the notification email, it'll automatically add the edit link at the bottom of the email content by default, named as edit submission.

But since it's placed at the bottom, you can still add it at the top of the email content, so the director recipient will be informed. If the notification 1 is for the director, you can still add the edit link at the top of the email content from notification 1, informing the director to use it to sign their part. 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 Emails in the menu on the left side of the page.

3. Hover your mouse over Notification 1 and click the Pencil icon to edit it.

4. In the Email Content, click Form Fields, scroll down to the bottom, and select Edit Link.

5. You can add instructions informing the director to click it when signing their part.

6. Finally, click on Save at the bottom, and you're done.

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