How to allow multiple people to fill out a form in sequence?

Hello, is there a way to have a person fill out a form, then the results get emailed to another person who can finish filling out the form or the information from the first form is transferred to a second form if necessary?

We are trying to setup a workflow for onboarding where the new employee fills out part of the form > the hiring manager gets emailed the form to finish entering their details (but still able to change settings from the first person who entered their details) > then the form is complete.

Hi theogio,

Thanks for reaching out to Jotform Support. You can enable the Notification email and include an edit link, which allows the recipient to edit the form and submit it again. Let me show you how:

1. In Form Builder, in the orange navigation bar at the top of the page, click on Settings.

2. In the menu on the left side of the page, click on Emails.

3. Click on Add Emails button.

4. Select Notification Email.

5. Under the Email tab, click the Form Fields button in the Email Contents section.

6. Select Edit Link.

7. Under the Recipient tab, enter the email of the hiring manager.

8. Click on Save button once done.

You might also want to check out this guide about Setting Up Email Notifications.

Give it a try and reach out again if you have any other questions.

That won’t work because the second part of the form is not for use by the
first person filling it out, is there a way to add the field results from 1
form to another form and email it? That way I can hide the sensitive fields
from the first person and only the second person will see them.
Theo Giovanopoulos
Vice President, Operations
P (212) 651-0716
Small Business Expo
110 E Broward Blvd, Suite 1700
Fort Lauderdale, FL 33301
<https: />
...

Hi theogio,

You can follow the same instructions but hide the fields intended for the second person using conditions and Get Page URL widget. It's easy, let me show you how:

1. In Form Builder, click on Add Form Element + then go to Widgets tab in the left panel.
2. Now, search and select Get Form Page URL and add it to your form.

3. Next, click on Settings in the orange navigation bar at the top of the page.
4. Then, click on Conditions in the left panel.
5. Now, click on Show/Hide Field.

6. Finally, set up this condition and click on Save button.

That's it. Here's my demo form that you can check and clone.

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

Yes! You can set this up in JotForm using conditional logic and email notifications. Here’s how:

1. Create the First Form: Let the new employee fill out their details.
2. Set Up an Email Notification: After submission, send an email to the hiring manager with an edit link to the form.
3. Allow Editing: The hiring manager can open the form, review the employee's details, make changes if needed, and complete the rest of the form.
4. Final Submission: Once the hiring manager submits it, you can set up another email notification for HR or records.

Alternatively, you can use two separate forms by passing data from the first form to the second using JotForm’s URL parameters

I'm not sure these answers help because I only want to submit the form once because it needs to go into a monday board and I dont want one incomplete entry and one complete entry once the second person submits.

Can I use the finish later button instead of the submit button on the form for the first person. Then the unfinished form would be sent to an email address of my choice. Then the actual submit button would be hidden until the 2nd person puts in a secret code to unhide the extra fields and the actual submit button?

Hi theogio,

Yes that will work but keep in mind that if a form filler is logged in to their Jotform account, the drafted submission can't be accessed by other users. Instead, you can consider creating a second form and prefill it from the first form. Prefilling your form using another form is easy. Let me show you how:

1. In Form Builder, in the orange navigation bar at the top of the page, click on Publish.
2. Now, click on Prefill in the menu on the left side of the page, and then select Form Prefill.
3. Click on the Downward Arrow icon and select the form that you want to prefill from, and then match the fields.
4. Finally, click on Save Settings on the bottom-right side of the Form Prefill section.

Now that you’ve set up the prefill settings, you'll need to add a new prefill. Let’s do it:

1. Click on Add a New Prefill and select a row or the rows you want to be prefilled.
2. Then, click on the Create button in the right corner of the page.

That's it. Now, a prefill link's been created, and you can share that with people. When they open the link, the matched fields will be filled automatically. Check out the screencast below to see how it works:

If you want your prefilled fields to be read-only and not editable, you can change the options for those:

1. In the Form Prefill settings, click on Can Edit next to the prefill link.
2. In the dropdown menu that opens, select Read only, and that's it.

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