Trouble creating a multi-user form

I have been trying to create an employee onboarding form, that is filled out by multiple departments. It needs to start in HR, then move to Payroll, IT, Data and then Curriculum. I have tried multiple methods, and worked with the AI Agent, but those directions were incorrect - as the steps did not align with the options available.

The form needs to move from one department to another via email addresses. Each person should be able to fill in their section in order.

Any assistance is appreciated.

Hi Leesa,

Thanks for reaching out to Jotform Support. You can use Section Collapse elements to organize the form into separate parts for HR, Payroll, IT, Data, and Curriculum. This way, each department’s fields are grouped and can be shown/hidden as needed.

Then, build a Jotform Approval Workflow. In the workflow, add each department in sequence using the Approval element. For each step, configure the Edit Link option in the Approval element. This ensures that when the form is passed to the next department via email, they can open the form and only fill in their assigned section. Let me walk you through it:

1. In Form Builder, click on Add Element, located on the left side of the screen.

2. Under the Basic tab, drag and drop Section Collapse elements on your form for each department.

3. Then, click on the Downward Arrow icon next to the Jotform Logo and then click on Workflow Builder.

4. Next, in Workflow Builder, click on Add Element, located on the left side of the screen.

5. Under the Basic tab, drag and drop Approval elements on the workflow, and add each approval in sequence.

6. Now, click on the Approval element, and then click on the Gear icon, located on the right side.

7. Then, in the menu that appears on the right side of the screen, click on Edit Email under Notification Emails.

8. Under Email Content, click on Form Fields, located in the blue menu bar, select Edit Link, and then click on Save.

9. Repeat the above steps and add an edit link in other Approval elements.

As the workflow progresses, each department receives the form, completes their section, and passes it along until Curriculum finishes the final step. This setup allows the form to move smoothly from HR to Payroll, IT, Data, and Curriculum, with each team filling out their part in order. You can check out the screencast shown below to see my results:

You can also check my cloned form here for more details.

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