Receiving the Approval Email before actual Approval of Entry.

MY QUESTION IS - When a new client fills out the "New Guest Application Form" from my website and requests an appt with me ...?? I thought the form sits in file until I see it and decide whether or not I'm going to approve or deny the appointment before it gets sent to convert kit and goes thru the sequence??

Some how the last 2 new clients were given approval to book before I ever even seen the forms? A client gave me a horrible review because of this? Why is this happening is something different in your settings? It never did this before ? Can you fix this ?

Can I please get this straightened out ?

If you look at my account the last person that filled out the form is Renee Keetley which is me to try and check this out? So I filled it out this morning @9:48am from my website and by 10:02 am it sent me an email approving me to go ahead and book my appointment online?? How is that possible?

Thank you for your help!

Jennifer R. Ewing

Hi Jennifer,

Thanks for reaching out to Jotform Support. Can you explain a bit more about the issue so we can get a better idea of what's happening? I checked the form New Guest Application Form's approval flow, and I don't see anything wrong with it. I'm assuming the last 2 clients you are referring to receive the emails for the next form without their submissions getting approved yet.

I'm looking at the submission you made and its status in the approval step is currently waiting for the approval from Jennifer Ewing, which is correct according to your flow. It should never send out emails without under going any approval actions yet.

Once we hear back from you, we'll be able to help you with this.

what I’m saying to you was I didn’t approve this at all ??? I also didn’t approve the one before this ?? What is wrong with the settings?? This never happened before?? Can you check to see what is different ?

Hi Jennifer,

Thanks for getting back to us. I have reviewed your form and all its Email elements and I was unable to find an email that uses the same template as the one that you have just provided us. All your Email elements have a white background as shown in the screenshot.

I have also reviewed all your forms Notification and Autoresponder email templates and all of them are using the white background instead of the brown background as shown in your screenshot. Could you provide us with more details of the email that you received by clicking on the downward arrow icon as shown in the screenshot.

Once we have a better idea of what’s going on, we’ll be able to come up with a solution.

Hi , here are some pics of the emails and I hit the arrow so you can see where it’s from ?!

Hello Jennifer,

Thanks for getting back to us. I went ahead and cloned your form to do some tests. And, I was not able to experience the issue where I received a Notification Email before Approving the Submission Entry. The only Email I received as the submitter, was the email after getting approved.

Here's a screenshot of the email:

Based on our tests, your Form's Approval workflow seems to be working as it should. Since you mentioned that you tried filling out the form through your website, could you send us the link to your website where the form is located? Also, would you allow us to do a test submission through your website and see if we would also face the same issue without you approving our submission?

As additional information, I noticed that on all your email settings in your Approval Flow, you didn't set up an SMTP, this means that when your Submitter receives the email, it should show 'Jotform <noreply@jotform.com>' instead of your personal email that's showing on the screenshot you've sent us.

Here's a screenshot of what the Submitter should see:

It is possible that the additional Email sent before the actual approval is being sent from a source outside of Jotform. Or, it's also possible that the form Embedded on your Website is associated with a different Jotform Account.

Keep us updated and let us know if you need any more help.

Hi, This isn't the correct response from the email sequence you got??
Because it's telling the client they have been accepted to book ??
That's the wrong email? That email is sent out after they have been
approved to book? The one that comes out immediately is not that email?
Yes, you can do a test submission. But, remember that there is a sequence
of 4 emails delivered a day later to the client after they have been
approved??
So, it's not working properly ?? Also, I just received a new client
application filled out last night and I haven't approved it or denied it
yet, I just wanted to see what would happen and I just now received an
appointment request from this client who was given permission (not by me or
anyone else ) to book on my booking site??
This is obviously where the problem is at?
The link for the website is form.jotform.com/221307813843150
Please let me know how it goes? I'm stumped?
Thank you.
Jennifer Reneé Ewing
*Pure Indulgence Salon*
m: 410.642.2224
w:
e: pureindulgencesalon.com
renee@pureindulgencesalon.com
<https: />
<https:>
BOOK APPOINTMENT <https:>
</https:></https:>...

Hi Jennifer,

Thanks for getting back to us. The screenshot I showed you on my previous reply is the only email I received as the Submitter. I was only able to receive it after I approved the Submission Entry. Which means the Approval Workflow on your form was properly set up, and it works as intended on the Cloned Version of the Form.

As we have mentioned, the Email Content your Customers are receiving could not be found on any of your Form's Email Notification Settings or Approval Email Settings. This means that the Email your Customers are receiving is not from the Form nor from Jotform. It is most likely from a different source. You could check your Form's Email Fields in the Approval Flow and compare it to the Email you received on your test.

Also, you sent us a link to the Form. Is this form not Embedded on a Website or Webpage? Could you send us the link to the Webpage where your customers are able to book an appointment? This way we could check if the Form embedded on that page is the same Form you're experiencing this issue.

After we hear back from you, we’ll have a better idea of what’s going on and how to help.

The link to the page is www.pureindulgencesalon.com/new-guests
The link is on this page in a couple different places.
thanks
Jennifer Reneé Ewing
*Pure Indulgence Salon*
m: 410.642.2224
w:
e: pureindulgencesalon.com
renee@pureindulgencesalon.com
<https: />
<https:>
BOOK APPOINTMENT <https:>
</https:></https:>...

Hi Jennifer,

Thanks for getting back to us. I've checked your form and all emails it has including approval emails but wasn't able to locate the email in question, so I believe it wasn't sent by Jotform. I'd recommend checking any other service you're using that might have sent that email.

We appreciate your understanding.

Hi Jennifer,

Thanks for getting back to us. Your last two responses include only screenshots with no text. Please let us know what exactly you meant by sending those screenshots so we can further help you.

Once we hear back from you, we will be able to further assist and help.

In the screenshot you can see where the error is ??
tell me you can see it

Hi Jennifer,

From what I understand from your screenshot, the approval is still in progress (not approved by you yet) but the submitter already received an email making them believe that their request has been approved. As my colleagues mentioned in our previous replies, the below email doesn't come from Jotform but from other sources.

Is your email account being accessed by another person? If so, it's best to reach out to him/her to see why an email has been sent from your Gmail account. If, however, you're the only one who has access to the email, your account may be compromised so I suggest changing your Gmail password as soon as possible to avoid further issues like this.

Let us know if you need any more help.