Workflow: Send a reminder email to approver

After an email notification is sent to the specified email address in my form via the Workflow, is it possible for the me (the form owner) to reply directly to that email from Jotform (i.e., send a manual follow-up email, or configure an automated follow-up email to be sent after a certain duration if x condition is not met by that time)?

Hi America's,

Thanks for reaching out to Jotform Support. Let me help you with that:

In Jotform Workflows, after an email notification is sent via the Workflow Builder, you cannot directly reply to that email from Jotform itself. However, you can configure automated follow-up forms to be sent to recipients based on conditions you set.

Here’s how to set up follow-up forms and emails:

1. Add a Form element in your Workflow Builder to send a follow-up form.
2. Customize the invitation email including the sender name, reply-to email, and email content under the Advanced tab.
3. Set up conditions in your workflow to trigger the follow-up form or email after a certain duration if a specific condition is not met.

This allows you to automate follow-ups rather than manually replying to the notification emails.

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

Hi datarequests,

Can you give us more details on this? You mentioned that an email is sent to a specified email address. Is this your email address or the respondent's? You also mentioned you want to reply directly to that email. Does that mean both you and the respondent are the recipients of the email?

How do you want it to work? Do you want to email the respondent for a follow-up? You can give us a sample scenario of how you would want it to work so we can have a better understanding of what you're trying to achieve.

After we hear back from you, we’ll know what’s going on and how to help.

Yes. I verified that all the conditions were working and it was just leaving these two emails out:

and

This happend about a year and a half ago and they were on a list of sorts and the person I was talking to had to delete them off a list.

Hi datarequests,

The email addresses you sent were not posted successfully in the forum. Can you send them again? As mentioned before, you can give us a sample scenario of how you would want it to work so we can have a better understanding of what you're trying to achieve.

Once we hear back from you, we can help you sort this out.

Thank you for the follow up questions. Below is an example scenario:

1. Form is submitted by respondent A
2. Automated email notification is triggered from Jotform Workflow configuration requesting an edit on the form for a signature of approval- sent to only respondent B (since only 1 email address is allowed)
3. After x duration (e.g., 2 weeks) if respondent B has not completed the required signature of approval field in the form that was prompted in the auto-email notification (#2 above), is there a way to re-send this automated email as a follow-up, or for me (the form creator/owner) to manually reply to that automated email sent in #2 as a reminder to respondent B?

Thank you,

Natalie

Hi Natalie, 

If I understood correctly, you want to send a reminder email to respondent B if they still haven't approved the submission yet, right? If so, it’s easy to set up Reminder Emails for your approvals. Let me show you how:

1. In Approvals, hover your cursor on the Approvals element and click on the Gear icon.
2. In the menu that comes up on the right side of the screen, click on the Advanced tab.
3. Then, toggle Send Reminder Emails to the On position.
4. Now, just set the time intervals the way you want them and you’re done.

Reach out again if you have any other questions.

Hi Deanne,

Thank you for this information!

Unfortunately given the nature of the steps that respondent B needs to complete after they receive a prompt via the auto-email (which includes resubmitting the same form submitted initially by respondent A after editing/filling out an additional section), I could not figure out how to make the Jotform Approval feature support this. As an alternative to the Approval feature, my form only incorporates conditional logic and auto-email notifications triggered by the Workflow in order to be completed and approved.

I am hoping there is some sort of functionality that will allow me to respond to or send reminders for the auto-email notifications within the Workflow, aside from the Approvals feature.

Thanks again for your assistance.

Hi datarequests,

If you need respondent B to edit the submission, you'll need to add an Email element to your Workflow, but that doesn't have a reminder option similar to Deanne's suggestion. We may have a workaround, but we'll need more information about your flow, so we can provide a more narrowed down solution.

Does the email address for respondent B change, or there's only a specific email for all submissions? If you will manually send the follow-up, will you need to add a custom message, or do you plan to use a canned response for when responded B hasn't resubmitted the form yet? It'll also help if you can share the link to the form you're working on. Here's how to find your form's URL in Form Builder:

1. In Form Builder, in the orange navigation bar at the top of the page, click on Publish.
2. In the Quick Share tab, click on Copy Link in the Share With Link section.

Once you share the form URL with us, we’ll be able to help you better with this.