| Contact Email | - When filling out all Jotform PAFs, you will provide the “Contact’s Email” (or “Hiring Dept Contact Email” on Secondary Assignments). This email address should be your email. Any and all email updates regarding your submission will be sent to this email address. This email address will also be the primary contact for any questions HRIS may have about your submission.
- Any email address listed in this field will receive a “Submission Confirmation” email upon submission of the form. This email will contain an “Edit Submission” link, should any edits be necessary. Please note that upon resubmission of your form, the approval process will be restarted.
Any email address listed in this field will receive a “Submission Denied” email, should any approver in the workflow deny the submission and request edits. If you should receive this email, please view the “Approval Activity History” section on the attached PDF version of your form. (This may be at the top or bottom of your email, depending on your email settings.) This is where any comments made by approvers can be reviewed. Click on the link provided in the email to edit your submission. Please note that upon resubmission of your form, the approval process will be restarted.
Any email address listed in this field will receive a “Submission Approved” email once the entire approval process has been completed. (This includes if no approvals were required.) This email will contain a PDF version of your form with a log of the entire approval process in the “Approval Activity History” section. (This may be at the top or bottom of your email, depending on your email settings.) It will also contain any files that were attached to the form upon submission. This email will instruct you to print the PDF and supporting paperwork into ImageNow and send it to the HR Operations ImageNow queue for processing.
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| Saving a Draft | - On each form, you will be asked if you are saving this form as a draft. If you are, you will select “Yes”. This is telling Jotform to send you an email titled “Draft Saved: {Form Title} {Employee Name} {Employee VID}” containing a link to edit your draft submission. This will also tell Jotform to not put your form through the approval process: your form will not be routed forward to any approvers until you are ready for final submission.
- When you are ready for final submission, when you edit your draft, change your answer to “No”.
- If you are not saving your form as a draft, you will select “No”. This will tell Jotform that your submission is final and to start routing your form through the approval process.
- You will ONLY receive your PDF copy of your submission on the "Submission Approved" email if this question is answered "No". HRIS will not accept copies of your draft printed from your email or Sentbox.
- You may edit your draft as many times as needed as long as “Are you saving this form as a draft?” = “Yes”. For each new submission of your draft, you will receive a new email in the existing thread created by your initial draft submission. Clicking the edit link in any of the emails within that thread will direct you to edit your submission.
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| Editing Your Form After Submission | - Every time you edit your form and resubmit it, the approval process restarts from the beginning.
- This includes:
- Editing your form due to an approver's denial
- Editing your form after the approval process is complete and you receive a "Submission Approved" email
- Editing your form after submission before the approval process is complete
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| Conditional Approvers | - Built into the backend of the Jotform approval process are what we call “conditional approvers”. These are approvers that are automatically sent approval requests for your form based on how you filled out the fields. This way, you don’t have to worry about remembering to send your forms to specific offices depending on the certain conditions - we’ve already taken care of that for you.
- For example, if you are filling out a form for a Post Doctoral employee, the form reads that you have chosen “Post Doctoral” for the Employee Class field, and automatically sends an approval request to Postdoctoral Services.
- A guide to all conditional approvers by form type can be found here: List of All Conditional Approvals
- Each form has a link to a visual guide of that form's conditional approvers under the "Approvals" heading.
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| Listing Individual Approvers | - How do you list people who need to approve your form that fall outside of the conditional approvers listed?
- If there are no additional approvals needed, you may leave this field blank or choose “0” (zero).
- If you find that you need to add approvers to your form after you have submitted it, you may edit your submission via the “Edit Submission” link in the “Submission Confirmation” email. Please note that upon resubmission of your form, the approval process will be restarted.
- If one individual is acting as more than one of these parties, do NOT list them in more than one field. List each individual only once, even if they are multiple parties (e.g. if John Smith is the Hiring Unit HRP and Primary Unit Supervisor, only list John Smith in one field).
- If the same email address is listed multiple times on the same form, the approval process will BREAK. Your form will be “stuck” and you will not receive the final PDF version of your form needed by HRIS for processing. For example, if one person is both the Primary Unit Supervisor and Primary Unit Dept Head, list this person in only ONE of these fields and leave the other BLANK.
- At the end of each form (except Secondary Assignment), there will be a section titled “APPROVALS”. You will be prompted to specify how many people (not including conditional approvers) you need to approve your form. You may choose up to five people to approve your form. When you have selected the number of approvers needed, you will see “Approver Email” fields (Approval 1 Email, Approval 2 Email, etc.). This is where you will enter the email addresses of those who need to approve your form.
- Do NOT list any individual more than once in any form. If the same email address is listed multiple times on the same form, the approval process will BREAK. Your form will be “stuck” and you will not receive the final PDF version of your form needed by HRIS for processing.
- Do NOT list yourself as an approver in any form. Your signature provided on the form acts as your approval action.
- The Secondary Assignment form approval section is similar to the DocuSign Approvals section. You will be prompted to the name and email addresses of the following parties: the Employee, Hiring Unit HR Professional or Associate, Hiring Unit Fiscal Administrator, Hiring Unit Dept Head, Primary Unit Supervisor, Primary Unit Dept Head, and Primary Unit Dean/Unit Head.
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| Approval Process Overview | - When your form has been submitted, the first approver will receive an email asking them to either “approve” or “deny” your form submission. Upon approval, the next approver will receive the same email, then the next approver will receive the same email, etc. until all approvals have been completed.
- Conditional approvers will receive your form first, then your form will move on to any approvers you listed.
- Moving forward in the approval process is dependent on no conditions being met or approval from all approvers.
- If no conditions are met and no approvers are needed, you will automatically receive a "Submission Approved” email.
- Approvers will receive a reminder email that their approval action is needed after 2 days of no response. Reminder emails are limited to 3 tries.
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| Form Approval Status | - Go to vcu.Jotform.com
- Go to “Assigned Forms”
- You will see the titles of forms you have submitted (e.g. “Hires”). Hover over the form.
- Click “View Submissions”. You will be directed to an Inbox showing your submissions under the “➤Sentbox” tab.
Click on the submission you would like to see. You may choose to search or filter to find your form. You can filter by form fields and by time.
Sentbox Example: Sentbox:
Filtering: 
- Scroll down to see the Approval Activity log. Here you will see who has provided their approval actions.
- Approval Activity Log Statuses:
- “Approved”: Your form was routed to approvers, who have all provided the approval action “Approve”. Your form is ready for submission to HRIS.
- “Completed”: Your form was not routed to any approvers. Your form is ready for submission to HRIS.
- NOTE: For Secondary Assignments, if you answered that you are not the Primary Dept HRA/HRP, your submission will be in "Completed" status until the Primary Dept HRA/HRP fills out Section II, signs, and submits the form. At this point, the approval workflow will start.
- “In Progress”: Your form is waiting on an approver’s action.
- “Denied”: Your form was denied by an approver. You will have received an email stating that your form was denied with a link to edit your submission.
- “Due to submission edit, the approval flow was automatically restarted”: You edited your submission, and the approval process restarted from the beginning.
Approval Activity History Example: |
| Upon Final Approval | - You should receive a “Submission Approved” email once the entire approval process has been completed. This email will contain a PDF version of your form with a log of the entire approval process in the “Approval Activity History” section. It will also contain any files that were attached to the form upon submission. This email will instruct you to print the PDF and supporting paperwork into ImageNow and send it to the HR Operations ImageNow queue for processing.
- The PDF version of your submission is the document that needs to be printed into ImageNow and sent to HR Operations. As this PDF shows that your form is approved and contains required signatures, HR Operations will only accept this PDF version of your submission. HR Operations will not accept a printed copy of an email.
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