Approve submitted data?

Hi @westmind,

The task you’re looking to achieve (a data approval process) is definitely possible with Bit Form! Please accept our apologies for the delayed response.

Let me break down the steps for you. For this task, you’ll need 4 conditional logics and 3 email templates.Form Builder Setup

• First, in your form builder, add an extra field alongside your existing fields.
  • We recommend a Radio Button field (or you could choose a Select or Dropdown field for readability).
  • Add 3 options: “Pending,” “Accept,” and “Reject.”
  • Make “Pending” the default selected option.
  • Crucially, make this field hidden.
• The form builder part is now complete.

Email Templates Setup

• Template 1: “Admin email for approval”
  • Include all the form field data.
  • Add a link: yourdomain.com/bitform-form-entry-edit/your_bitformId/${_bf_entry_id}.
  • Remember to change yourdomain.com and your_bitformId to your actual domain and Form ID.
  • Purpose: When your admin (User B) clicks this link, they will be redirected to the form where they can edit the submitted data. The hidden radio button will then become visible for them to make changes.
  • Note: The provided link is for admin access only. If you want the form to be embedded on a page where you wish to edit, you can use this link: yourdomain.com/your_form_page_or_post/?bf_entry_id=${_bf_entry_id}.
• Template 2: “Data Approved”
  • Include all form data and a message like “Your data has been approved.”
• Template 3: “Data Declined”
  • Include all form data and a message like “Your data has been declined.”

Conditional Logic Setup

1. Logic 1: Send Approval Email to Admin
   • Purpose: To send an email to your admin (User B) with all the data User A submitted. The admin can then click the link to edit the form.
   • Email notification settings: Configure as you would for any other email notification. Select action run when : Record Edit
   • To: Enter your admin’s email (e.g., User B’s email).
   • Email Template: Select the first email template (“Admin email for approval”).
2. Logic 2: Show Radio Button on Record Edit
   • Purpose: To make the “Pending/Accept/Reject” radio button visible when the admin (User B) is editing the form.
   • Action run when: record edit
   • Action effect: always
   • Action behavior: always
   • Select Field: Choose your Radio button field.
   • Action: show
3. Logic 3: Notify User A Upon Approval
   • Purpose: If the admin (User B) changes the radio option from “Pending” to “Accept,” User A (who submitted the form) receives an “approved” email.
   • Action run when: record edit
   • Action effect: only on form submit
   • Conditions:
     • If Field (radio) equals accept
   • Then Email notification:
     • To: User (User A’s email).
     • Email Template: Use the second email template (“Data Approved”).
4. Logic 4: Notify User A Upon Rejection
   • Purpose: Similar to Logic 3, but for rejection.
   • Action run when: record edit
   • Action effect: only on form submit
   • Conditions:
     • If Field (radio) equals reject
   • Then Email notification:
     • To: User (User A’s email).
     • Email Template: Use the third email template (“Data Declined”).

That’s it! You’re all set. We’re also attaching a video reference to help you understand it better.
Again apologies for our delayed response.

Video: https://www.loom.com/share/2b82f169ba634ddbae8cc6be9fb212e2?sid=2cc2760f-c1aa-4382-9cad-327123da0697