Workflow Email Approval: Unable to Add Dropdown Email Selection to Workflow

In the form mentioned above I have a workflow where it sends approval to a Regional manager email and VP email if over $1000. This information is filled in orginally and was entered manually by the submitter but if it is mis spelled it gets stuck in the workflow. I tried adding a drop down with the emails to avoid manual errors but it isnt allowing me to add it to the workflow now.

Can you please help me with this ? I have to train the team tomorrow and this change is not helping .

Hi HTGM,

Thanks for reaching out to Jotform Support. I'm an AI assistant here to assist you.

It seems you want to avoid manual email entry errors in your approval workflow by using a dropdown for the emails, but you are having trouble adding the dropdown field to the workflow.

Let me show you how:

1. In Workflow Builder, click on the Approval Element field, then click on the Gear icon to open Approval Properties.
2. In Approval Properties on the right side, scroll down and click Edit Email under Notification Emails.
3. Click on the Eye icon in the window that opens, select the outcomes you prefer, then click the Save button.

This process helps you customize the approval emails and ensure the correct emails are used in the workflow.

If you want to use a dropdown field for the email addresses, make sure the dropdown field is properly added to your form and then selected in the workflow conditions or notifications. Sometimes workflows require the email field to be of the correct type or properly linked.

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

But it will use the selection from the drop down even though it is not a email that was typed or is called email in the widget

Hi HTGM,

To ensure your workflow uses the dropdown selection correctly for emails, the dropdown field must be properly configured and linked in the workflow as an email field or dynamically assigned from form fields that contain valid email addresses.

Here’s how to assign an email field properly in your workflow:

1. In Workflow Builder, add a Form element to your flow.
2. Click the gear icon on the Form element to open its properties.
3. Under Add a Form, select the follow-up form you want to assign.
4. Under Assignee Email Address, either enter the email address directly or select Form Fields to assign the email dynamically from the form fields.
5. Save your settings and complete the rest of your workflow.

Note that the dropdown field itself should contain valid email addresses and be recognized as an email field or linked properly in the workflow. If the dropdown is just a list of text values without email validation or proper linkage, the workflow may not treat it as an email address, causing issues.

Also, if required items aren’t configured correctly, errors will appear on the element in Workflow Builder, which can cause the workflow to get stuck.

If you want, I can guide you through checking and fixing these settings to ensure your dropdown emails work correctly in the workflow.

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

I dont think it is working as described above

Hi HTGM,

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

Hi HTGM Operations,

When you tried following the provided instructions, what happened? Did the workflow not work at all, did it lead to a different outcome than expected, or something else?

Once you let us know, we can help figure out how to make the workflow work as intended.