Workflow Approval Process: Approval buttons not syncing with Jotform and duplicate notifications

Hi, the approver is a share dinbox which was working when I would click the approve or deny button but then it stopped speaking back to Jotform so i added my personal email thinking it would help but now I'm receviing the requests in my personal and shared inbox and its not speaking back to jotform. Please review this with me. It's the Retail Support Workflow

Hi Earth,

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

It seems the issue with your Retail Support Workflow approval process involves the shared inbox and the addition of your personal email. When you added your personal email, you started receiving approval requests in both your personal and shared inboxes, and the workflow stopped communicating back to Jotform as expected.

Here’s what you should consider and check to resolve this:

• Approver Email Setup: In the Workflow Builder, the Approve & Sign or Approval element should have the correct approver emails set. Adding multiple emails (personal and shared inbox) will send requests to both, which causes duplicate notifications.
• Approval Completion Behavior: When an approver clicks Approve or Deny from their email, it should complete the task and update Jotform automatically. If this is not happening, it could be due to how the approver emails are configured or if the approvers are logged in properly.
• Shared Inbox and Login Requirement: If the shared inbox is a group email, ensure that approvers are logged in to Jotform with the email addresses assigned to the approval tasks. If your workflow requires login for approvers, they must use the exact email linked to the approval. Otherwise, the approval may not register back to Jotform.
• Disabling Require Login: If you want approvers to approve without logging in, you can disable the "Require Login for Approver" option in the Approval element settings in Workflow Builder. This allows approvers to approve directly from the email without needing to log in.
• Avoid Duplicate Notifications: To prevent receiving requests in both personal and shared inboxes, use only the shared inbox email as the approver in the workflow. Adding your personal email as an additional approver will cause duplicate requests.

Let me walk you through checking and adjusting these settings in your Retail Support Workflow:

1. Open Workflow Builder and select the Approval or Approve & Sign element in your Retail Support Workflow.
2. Click the gear icon to open the properties panel.
3. Review the Approvers field and ensure only the shared inbox email is listed if you want all approvals to go there.
4. Check the Require Login for Approver setting under the General tab. Toggle it off if you want approvers to approve without logging in.
5. Save your changes and test by submitting a form and approving from the shared inbox email.

This should help ensure approvals are processed correctly and only sent to the intended inbox without duplicates. If the workflow still does not communicate back to Jotform after approval, please verify that approvers are completing the approval via the email buttons or Jotform Inbox and that no login or permission issues are blocking the update.

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