Table of Contents

Introduction1

Chapter 1 Take your forms mobile2

Jotform on wheels 4

Basic navigation on the Forms homepage6

Offline forms and field-ready widgets9

Widgets13

Turn your mobile device into a kiosk16

Mobile submissions and Inbox options21

Assign and publish forms via text message and more26

Adding form contacts to your phone29

Push notifications30

Mobile power for your business31

Chapter 2 Create approval workflows with form submissions32

Build approval workflows from your forms33

Making the most of your data57

Chapter 3 Visualizing your data with Jotform Reports58

Building the report59

Form Analytics75

Chapter 4 Documents and PDFs79

Turn form submissions into custom designed PDFs79

Smart PDF Forms94

Jotform Sign99

Using PDFs to your advantage114

Chapter 5 Bundle forms and links into a useful app115

Bundling forms: Just the beginning 115

App basics: Bundle forms in an instant116

Your My Apps homepage, app templates, and more118

Join the mobile revolution with Jotform165

Chapter 6 Sell products and services with the Jotform Store Builder166

Benefits of the Jotform Store Builder167

Build your online store167

Chapter 7 Power your entire organization with Jotform Enterprise181

How an Enterprise multiuser account enables secure sharing of organizational data182

Safely reduce data silos and foster collaboration with Teams184

Using Team Approvals to streamline decisions186

Enterprise-level security features to support growing and global organizations188

Managing your account with the Admin Console189

White labeling options for exacting brand standards 190

Taking forms and data on the go with the Jotform Enterprise Mobile app191

Dedicated support for Enterprise customers 193

Leveraging integrations to keep information flowing195

Conclusion How no-code software boosts your productivity 197

How no-code software has changed the way we do business198

Jotform, a no-code form solution, boosts your productivity199

Inspiring your imagination, today and tomorrow203

Introduction

Welcome to the second volume of Jotform for Beginners. If you’ve read the first volume, you know
all about the benefits of online forms for a variety of industries, including education, healthcare,
nonprofit, marketing, and retail. And you know how to build and customize forms, set up reminder
and notification emails, distribute forms and view submissions, and secure your forms and data. But
Jotform isn’t just about online forms.

In this volume, we take a deeper dive into some of Jotform’s other products and advanced features:

Mobile Forms PDF Editor Apps

Approvals Smart PDF Forms Store Builder

Report Builder Sign Enterprise

Are you looking to take Jotform on the go, perhaps to a trade show or for use in the field? Want to
automate your workflows? How about gathering e-signatures? Need a custom app but don’t have
the budget or time to hire a developer? Wondering about Jotform’s multiuser plans? Interested in
how users in industries like media, food service, environmental sustainability, and transportation use
Jotform? If you answered yes to any of these questions, keep reading.

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Chapter 1

Take your forms mobile

Gathering data on the go with forms is nothing new. That’s why clipboards were invented — way back
in the 19th century.

Fast-forward to the present day: Mobile devices have revolutionized the world and how it operates.
That includes mobile data collection.

Jotform’s solution is Jotform Mobile Forms, a native app available on the App Store and Google Play.
Be it construction, real estate, food service, sales, healthcare, or any other industry that thrives on
mobility, we know you need the full power of Jotform at your fingertips.

All you have to do is download the app and sign into your Jotform account. Essentially, the app is like
the desktop version of Jotform but optimized for your smartphone or tablet. You can use it to build,
assign, and edit forms; sort submissions; fill out forms on the go; and more.

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Chapter 1: Take your forms mobile

As is the case with the desktop version of Jotform, the Jotform Mobile Forms homepage lists all of
your forms. Use the icon in the upper right corner of your screen to toggle between grid mode, built
especially for mobile, and list mode.

Jotform went the extra mile with its app, so you can as well. Our team of engineers added unique
capabilities to Jotform Mobile Forms as they brought Jotform to your mobile device. If you’re in the
field and suddenly lose your internet connection, Jotform has you covered with the Offline Forms
feature. The app boasts widgets built especially for mobile as well.

Altogether, it’s a powerful package that can make your workflows more efficient when you or your
team are out and about. For example, one Jotform user takes the Jotform app with him when he
enters the world’s most recognizable mobile office, the work truck.

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Chapter 1: Take your forms mobile

Jotform on wheels

For an operations manager at a safety solutions company, overseeing 40 teams across three states
from his company truck is routine thanks to Jotform Mobile Forms.

Because his teammates conduct business from their trucks too, he had to look beyond paper forms.
Jotform Mobile Forms allows him to distribute surveys, employee forms, and documentation from his
mobile device.

This user takes advantage of Jotform’s Smart PDF Forms (which we’ll discuss in Chapter 4). It would
be inefficient and almost impossible for his team to print, fill out, scan, and then send company PDFs
on the go. With Smart PDF Forms, he can turn his PDFs into mobile-friendly online forms and receive
submissions quickly.

All he has to do is open the app, access the Form Builder by selecting the plus icon at the bottom of
the screen, and import a PDF form. With a few taps of his finger, his PDFs are transformed into online
forms. After the forms are submitted, he can turn his submissions back into polished PDFs. Best of all,
he can complete every step from his mobile device.

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Chapter 1: Take your forms mobile

The result? His mobile office is as effective as an office at headquarters, and he can work in the field
with confidence.

That’s just a fraction of what’s possible with Jotform Mobile Forms, whether you’re connected to
the internet or not. Before we talk more about using Jotform offline and widgets built especially for
mobile, let’s briefly go over basic navigation within Jotform Mobile Forms.

Pro tip

Prefer to use the Form Builder while on your desktop device? Any form you
build on mobile or desktop will work on both platforms. All you have to do is
sign in using the same Jotform account.

Jotform Mobile Forms usage by industry

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Chapter 1: Take your forms mobile

Basic navigation on the Forms homepage

There’s a lot of depth to Jotform Mobile Forms. But at its core, the app is simple and intuitive. That
includes navigation from the Forms homepage.

At the top of your mobile screen are icons that will help you maneuver within the app. Three of them
are in the banner. On the left, a magnifying glass icon opens a search bar so you can quickly find
specific forms. The gear icon on the right opens the Settings menu. This is where you can activate
Offline Forms, which we’ll talk about in more detail shortly. There’s a dropdown menu in the middle
that takes you to the Form Builder, your Submissions, Approvals, and Sign Documents.

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There are three more icons below the banner. To change the default All Forms view, tap the arrow
icon to the right of All Forms. You can view forms assigned to you, Starred forms, your Archive folder,
your Trash folder, or forms you’ve sorted into custom folders.

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Chapter 1: Take your forms mobile

Select the Last Submission dropdown menu to change how your displayed forms are organized. Sort
by alphabetical order, creation date, last edit, submission count, unread, or by last submission.

Click on the form’s tile (or the form’s listing if you’re using list mode), to open a menu that includes
several options, such as links to submissions, Kiosk Mode, and Offline Mode, all of which we’ll learn
more about in this chapter.

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Chapter 1: Take your forms mobile

Offline forms and field-ready widgets

When you’re in the field without internet access, your world can suddenly feel very limited. Even
worse, you might lose data when you lose your connection. Our developers built Offline Forms so
those concerns are a thing of the past. At Jotform, we want you to work in the field without limits.

Offline Forms mode allows you to use Jotform as you normally would when you’re out of service
range. Additionally, we’ve added an assortment of widgets that are custom-made for work on the
go. Here’s a quick rundown of Jotform’s offline capability and field-ready widgets created for Jotform
Mobile Forms.

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Offline Forms

Offline Forms solve connection issues proactively. With this feature, you can still use Jotform as you
normally would when you’re suddenly without mobile data or a Wi-Fi connection. When your mobile
device is connected again, your data will sync and save to your account.

To get started, simply turn on Offline Forms via the gear icon at the top of your screen.

Pro tip

You can choose your preferred language from the Jotform Mobile Forms
Settings menu. Additionally, you can check the status of your synced data,
send feedback to Jotform, access the terms and conditions and the privacy
policy for Jotform’s app, and sign out of your Jotform account.

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Upon selecting Offline Forms, you have a few options. You can indicate whether to use cell data or
stick to Wi-Fi and select which forms you’d like to use offline. Select forms from the My Forms tab or,
if you have teams, select forms grouped by team in the My Teams tab. (For more info about Jotform
Teams, go to Chapter 7.)

When your internet or cell service is connected again, your data will be safely stored. You can take
Jotform anywhere your job takes you.

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Chapter 1: Take your forms mobile

Never lose precious data again

Isobel Healey is the projects coordinator at SaveMoneyCutCarbon, a prominent

energy, water, and carbon reduction platform that has worked with large firms
like Barclays in the U.K. As SaveMoneyCutCarbon grew, its stacks of paperwork
did as well. Healey turned to Jotform to bring company forms online. She
notes that eliminating paperwork is directly aligned with the company ethos at
SaveMoneyCutCarbon and has saved precious time.

It didn’t take long for Healey and her team to start using Jotform Mobile Forms at
remote consulting sites. With the app’s Offline Forms feature, SaveMoneyCutCarbon
never worries about losing data in the field.

“While your Inbox shows the submissions others have made to your forms, the
Sentbox shows submissions you’ve made to forms. To switch from your Inbox to
your Sentbox, tap the arrow icon on the top left portion of the screen. You can sort
your sent submissions in the same way you sort the submissions in your Inbox.”

—Isobel Healey

With an assist from Jotform, SaveMoneyCutCarbon gets more done in less time and
no longer worries about losing data. That’s a huge win for SaveMoneyCutCarbon and
its clients, especially when you consider that the app is free to use.

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Widgets

Widgets are located in the Form Builder within Jotform Mobile Forms, just like the desktop version of
Jotform. To quickly access the Form Builder, tap the plus-sign icon at the bottom of your Forms home
screen. Jotform widgets created for mobile devices are at the top of the Widgets menu.

Geolocation widget

Field workers know that not every jobsite has an address. With Jotform’s Geolocation widget, you
can pinpoint your location when other markers are unavailable using the GPS locator on your mobile
device. You’ll feel like a modern explorer as you use degrees of latitude and longitude to mark your
spot.

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Coordinates for your location will appear in your submissions, along with a Google Maps link. If you
need to record location data in remote areas, this can be a lifesaver.

Voice Recorder widget

Once in a while, or perhaps more often than that, conditions in the field will make it difficult to convey
what you want to say via text. Texting while you’re working can be time-consuming too. With the Voice
Recorder widget, field workers can record their voice or other relevant sounds with the microphone
on their mobile device or headphones. They can make sure the message is perfect before they submit
the form by using a preview option and re-recording if necessary.

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Take Photo widget

When performing inspections or conducting incident reports, a photograph can speak volumes.

With the Take Photo widget, form fillers can take photos with the camera on their mobile device and
upload the images directly to the form. The process is streamlined. There’s no need to close the form
to snap a photo and then return to the form. When the widget on the form is tapped, the camera on
the mobile device opens automatically. When form fillers are finished taking the photo, the widget
takes them back to their form so they can complete their submission.

Signature widget

Jotform is a comprehensive e-signature solution, thanks to Jotform Sign (read about it in Chapter 4).
With the Signature widget, form fillers can sign forms with the touchscreen on their device. That’s
much more intuitive than using a mouse on your desktop, and it looks better. Create contracts,
reports, consent forms, or any document that requires authorization, and they’ll be fit for easy
submission from the field. Once you add the Signature widget to a form, you can enable Jotform Sign
functionality.

Barcode Scanner widget

Jotform created its Barcode Scanner widget with speed and efficiency in mind and optimized it for
work on the go. Effortlessly scan barcodes with your mobile device and submit precious data with this
time-saving tool. Using Jotform Mobile Forms, logistics and inventory management employees can
compile large amounts of intricate info and avoid mistakes with an accurate count.

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Chapter 1: Take your forms mobile

Mobile data revolution

According to one Jotform user, who works for a drilling company in Australia,
Jotform Mobile Forms is a revolution. Jotform’s native app is easy for employees to
access, and they can use it in the field without losing data.

“Jotform has revolutionized the way we collect data,” says a spokesperson for the
company. “The functionality of having our assignees use the iOS and Android apps
was a big selling point for us as all of our staff work in remote locations around the
state and may not physically come back to the office for months at a time. They also
work in areas where mobile reception is not always available so the Offline Forms
feature has been very valuable to our business.”

The company uses Jotform Mobile Forms for accreditation of its heavy vehicles,
daily activity reports, safety and equipment information, service requests, and more.
It uses Jotform for administrative tasks as well, keeping track of equipment inventory
and different projects.

“Jotform is starting to infiltrate all aspects of our business, which is great because
it means we can collect data instantly and have it readily available at the click of a
button.”

Turn your mobile device into a kiosk

Offline capability is an essential component of Jotform Mobile Forms, and special widgets are worth
celebrating. But there’s a lot more depth to mobile data collection with Jotform.

For instance, our native app features kiosk mode. This function turns your mobile device into a form-
filling station for customers and clients, all while protecting your personal data.

Say you want to share your forms with attendees at an event, such as a conference, trade show, or
fundraiser. Kiosk mode can do the work for you. When patrons submit a form on your kiosk, the data
will be stored in your Jotform Inbox, and your device will automatically refresh to display the form for
the next user in line.

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Once you’ve launched your new kiosk, it will operate seamlessly by itself, allowing you to devote more
attention to communicating with potential customers, clients, and interested parties.

There are a few helpful kiosk settings to choose from. To set up your kiosk, locate and select the form
you’d like to display by tapping on the form’s tile. Then choose Kiosk Mode from the available options.

After kiosk mode is activated, you’ll see the Kiosk Settings:

• Kiosk Lock
• Touchless Mode
• Inactivity Timeout
• Thank You Page Display
• Visible “Exit Kiosk” Button

After you’ve configured your settings, tap the Launch Kiosk button at the bottom of the screen, and
your mobile device will turn into a secure survey station.

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When choosing Kiosk Lock, you’ll be prompted to select a four digit personal identification number, or
PIN. This will prevent an unauthorized exit from the secure kiosk setting, which helps keep your data
secure. If you ever forget your PIN, you can reset it using the Forgot PIN? button. In that case, you’ll
enter your Jotform account password for authorization.

At a large event, the line in front of your kiosk

could get pretty long, resulting in potentially
long wait times. With kiosk mode, there’s a
solution. Touchless Mode will generate a QR
code for users to scan, granting them access
to your form on their own mobile device. Form
fillers can scan the QR code and fill out the
form on their own device, keeping your line
moving in the process.

Users don’t even have to install the app to

scan the code and complete the form (though
we recommend that they do, of course). When
the QR code is scanned, the form will open in
their default browser. In addition to shortening
your line, this can increase your submission
count.

Here’s what your kiosk will look like after you

set up Touchless Mode. Users will see a QR
code on your form, providing an option to fill
out the form on your device or their own.

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Inactivity Timeout will reset your kiosk back to a blank form if it’s idle for a certain amount of time.
You can choose how long until that happens with a custom timer setting. If someone is filling out your
form as the Reset Kiosk countdown timer starts, they will get a prompt that asks them if they are still
completing the form. If they are, they can choose to continue filling out the form, and the timer will
turn off.

The Thank You Page Display option lets you choose how long the thank you page remains on your
kiosk screen after each submission. You can choose a time frame from two seconds up to five
minutes. If you expect a steady, long line of clients, the two-second setting is probably best. That
way, the thank you page appears, and the kiosk is reset and ready for the next submission almost
immediately. The default setting is five seconds.

If form fillers step up to your kiosk less frequently, you could let your thank you page linger a bit
longer. When your next client approaches your kiosk, they can see that a form has been filled out
recently. If the timer still has a way to go, kiosk mode provides an option for the form filler to refresh
the form so they can start filling it out right away.

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Note that while the thank you page timer is winding down, an Exit Kiosk Mode button is visible. When
that button is tapped, the kiosk will return to the options menu. If you have the Kiosk Lock option
turned on, your personal PIN is required to exit kiosk mode.

If you opt to turn the Visible “Exit Kiosk” Button option on, any user can access the Exit Kiosk button
at any time by tapping the “X” at the top of the screen. Once selected, the user will see another
screen asking them whether they’d like to exit kiosk mode or cancel and return to the form. Once
again, if the Kiosk Lock option is activated, your PIN is required to exit the kiosk.

When the Visible “Exit Kiosk” Button option isn’t turned on, the Exit Kiosk button is only accessible
when you swipe down on the kiosk screen with two fingers at once. Every time you launch your kiosk,
you’ll see a screen that explains how to access the hidden Exit Kiosk button. You can also choose not
to see that screen again by checking the box at the bottom of the instructions. You or your form fillers
can only exit the kiosk without your PIN when the Kiosk Lock option is off.

With Jotform Mobile Forms, you can officially say goodbye to a messy collection of clipboards and
pens on your table at events and conventions, providing a more polished presentation for your brand.
Kiosk mode makes your life easier, and it does the same for your clientele. To top it all off, it’s easy to
use, just like the entirety of Jotform Mobile Forms.

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Mobile submissions and Inbox options

When you use Jotform Mobile Forms, you take the full power of Jotform with you, and that includes
collecting and viewing data submitted through your forms. Jotform Mobile Forms can handle the influx
of info and sort your forms alphabetically from A–Z or from Z–A. You can also sort by creation date,
last edit, submission count, unread forms, or last submission received.

Viewing submissions

There are a couple of options when you’d like to view your submissions on the app. You can either
view submissions for a single form or for all of your forms at once.

To view submissions from a single form, choose your form via the Jotform Mobile Forms home screen.
From there, you’ll see a number of options. The Submissions option is at the top of the list.

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Pro tip

You can disable or enable your form using this list of form-specific options.
If you disable your form, it will still appear on your Forms homepage. You can
enable it once again by tapping on the form and accessing the same menu.

When Submissions is selected, you can view your form submissions and sort them by Starred, Oldest,
Newest, Read, or Unread.

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Turn submissions into PDFs and more

To examine a submission more closely and access more on-the-go functions, such as PDF download
capability, tap on the submission and locate the icons near the top of the page.

The icon on the left creates a contact using information from the submission. (We’ll cover this feature
in more detail later in this chapter.) The next icon allows you to edit the submission. The arrow
icon allows you to forward your form, and the icon on the right provides several options, including
downloading a PDF of the submission; printing, deleting, or starring the submission; and viewing
the Settings menu. There, you can select the fields that will appear as header and subheader in the
submission list, hide empty form fields, and more.

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View all of your form submissions at once

To view and filter submissions for all of your forms, tap the dropdown menu at the top of your Forms
homepage and select Submissions. Note that you can also access the Form Builder and other Jotform
products in this menu.

Now you can view submissions for all of your forms. Once again, you can filter submissions by Oldest,
Newest, Starred, Read, and Unread, or go back to the Forms homepage and view submissions one
form at a time.

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While your Inbox shows the submissions others have made to your forms, the Sentbox shows
submissions you’ve made to forms. To switch from your Inbox to your Sentbox, tap the arrow icon next
to Inbox on the top left portion of the screen. You can sort your sent submissions in the same way you
sort the submissions in your Inbox.

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Send digital invoices from the field

The service manager for an automation and robotics firm knows that his field
workers don’t always have internet access. He also knows that it’s not a problem,
thanks to Jotform.

He built a form to collect maintenance requests, technical details, and signatures

from his workers in the field. Whether his technicians have internet access or not,
they can fill out a form anywhere and be confident the data will be saved.

Separately, he can also get paid with Jotform while in the field. He sends customers
the bill before they leave the jobsite for same-day transactions.

“It goes to the customer and right to my office before they leave the site. We can bill
our customer basically the same day.”

No matter what he’s doing — collecting applications, gathering consent, monitoring

his tracking log, or more — it’s easy for him to collect and manage data with Jotform.

“I think it’s pretty intuitive to build a form once you understand how it works. I’ve
used a few different form builders, and this has been the easiest.”

Assign and publish forms via text message and more

When you want to share a form with Jotform Mobile Forms, the options are nearly identical to those
found on the desktop version of Jotform. There are multiple ways to share, which are accessible with
the Assign and Publish options that appear as soon as you select a form. And since text messages
are a vital part of mobile communication, it’s easy to text form links to others as well.

Did you know?

You can assign forms to teammates even if they don’t have a Jotform
account.

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Assign form options

To assign a form with the Jotform Mobile Forms app, go to your forms and select the one you’d like to
share. Choose the Assign option to proceed to the next step.

From there, you’ll see a screen that looks very similar to the desktop version of Jotform, but in a tidy
package optimized for mobile. Tap the Copy Link button and paste the link into a text message or
your favorite messaging app. Before doing so, make sure that your Assign With Link option is set to
Public Form, which is the default setting.

There are additional options to choose from in this section of the app, identical to the choices in the
desktop version of Jotform. You can assign by email by entering one or more email addresses in the
designated area or click the toggle to assign to everyone in your organization.

Tap either the gear icon or the button that says Public Form to change the Access Settings to Private
Form or Company Access. You can also set Permissions for your form fillers here. Scroll down further
to choose Options for your Thank You page, Autoresponder Email, and a custom expiration date for
your Assign Link.

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After forms are assigned to your team, colleagues can access them from their Forms homepage by
tapping the arrow icon next to All Forms on the upper portion of the screen.

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Share via social media and text

Below the Kiosk Mode option, you’ll find the Publish option. When you choose a form and tap Publish,
a button to copy the link to your form will appear, along with a button to share with nearby devices.

A host of mobile-friendly sharing options will appear as well, depending on which social media
and messenger apps you have on your device. If you message friends and colleagues via X, Slack,
Instagram, WhatsApp, or other platforms, you can share via those apps in just a few taps. Icons for
frequent contacts will populate on your screen as well, making the process even easier.

The same goes for SMS text messaging. Frequent contacts will automatically populate in the Publish
menu, allowing you to publish and share your form almost instantly. If you need to text a new contact,
there’s a button that takes you to the text messaging home screen on your device.

Adding form contacts to your phone

Now that you’re receiving submissions via your mobile device, it makes sense to transfer the contact
information you’ve gathered with Jotform to your phone. Jotform Mobile Forms can interact with your
phone’s contact list, providing an easy way to make the most of your form submissions while on the
go.

Go to the submission with contact information you’d like to add to your mobile device. Select the
submission and tap the Create Contact icon near the top of the page. It looks like a person with a plus
sign. Follow the prompts to create a new contact.

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Push notifications

When you receive an important submission, you don’t want to miss it, even if you’re busy working
in the field. With push notifications on Jotform Mobile Forms, you’ll receive an alert on your mobile
device when selected forms are submitted.

To set your notification settings, tap the Jotform Mobile Forms gear icon. Next, choose Notifications
from the options. You’ll see a slider button and a list of your forms. When the slider is to the right,
you’ll automatically receive push notifications for your selected forms. Notifications are on by default,
and each of your forms is selected.

Pro tip

If you’d like to receive notifications for just one or two forms but don’t want to
uncheck every box, move the New Submission Notification slider to the left.
All of your forms will automatically be deselected. Then you can select the
forms you want to receive notifications for (the slider will automatically move
back to the right when you’re done).

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Mobile power for your business

Mobile devices have altered the world in a multitude of ways and are now commonplace in day-to-day
life. They’ve become our constant companions, providing entertainment, instant communication, and
more.

But being aware of their sheer power can sharpen your perspective. For instance, a modern
smartphone has 100,000 times more processing power than the computer that brought humans to the
moon in the 20th century.

If your business operates exclusively in the field, or even for just a portion of the time, you and your
teammates must take full advantage of this amazing technology. Our developers had that in mind
when they built Jotform Mobile Forms. With Offline Forms, field-ready widgets, kiosk mode, easy form
sharing, and all of Jotform’s other mobile features, we’ve built a mobile data-collection powerhouse
that’s ready to work anywhere the job takes you, no matter how far you may roam.

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Chapter 2

Create approval workflows with form

submissions

With Jotform, the data you collect can become a part of different projects, prompting a meeting to be
scheduled, assigning a task, and more. If you use paper forms to collect data, that results in a lot of
paperwork and makes it more difficult to kick off follow-on actions.

An office administrator at a truck hauling company in Australia used to have trouble finding her
paperwork when the time came to audit her driver’s hauls. Now, whenever she needs to use her
submission data, she doesn’t have to waste time sorting through physical paperwork. All she has to do
is check Jotform, because all her data is in one place.

“A truck driver comes to our site, and he’s required by law to declare a number of things, and
we’re required by law to ask him questions, to make sure he’s doing those things. We [had]
a paper-based system.... Everybody loves paper, ’cause it’s easy for them to use. And then
it goes in a box and nobody ever looks at it again. So when a policeman comes knocking
saying, ‘Was this truck driver on your site?’ ... we struggle to find the evidence. Whereas using
Jotform, we can download it into Google Drive, drop it into a Google Sheet. And it’s all there.
It’s easy for us to find.”

Knowing how to make the most of your submission data, like our office administrator, will pay you
back in spades. But making the most of your data depends on how you want to use it. Sometimes
submission data kicks off a workflow, and sometimes you use it to create a report. Either way, Jotform
can accommodate you.

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Build approval workflows from your forms

As always, with Jotform, it starts with a form. Once a user fills out your form, it can kick off an
approval flow. From here, you can approve, deny, or have the user fill out another form. A good
example of this is a job application where the applicant makes it past the first round of approvals from
the HR manager, and the hiring manager wants them to complete an assessment to show their skill
level. You can add a branch for the next step in the workflow.

Some of the most common approval flows are

• Job applications
• Time-off requests
• Membership applications
• Purchase requests
• Grant applications

Another Jotform user, a Scout leader, uses approvals to save time and boost volunteer morale. Prior
to Jotform, anytime our Scout leader wanted to congratulate a volunteer on their good work, he would
have to spend his free time writing a detailed email about why the volunteer deserved congratulations.
Now all he and the other volunteers have to do is fill out a form to select their standout volunteers,
and an approval flow takes care of the rest.

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“If we didn’t have the approval flow, every submission that came in would require somebody
to write a manual email for every submission. So the fact that they can literally just pull up the
form, review the information, and then click one of the five buttons, and the email has gone —
simple. We’re volunteers…. We give up our time to do this, and the more time we can save the
better. And that’s what the approval flow does for us.”

Let’s take a look at the customization options in Jotform Approvals.

Building the approval

Because we know you’ll want to customize your workflow to meet your needs, there are a few
different ways to build your approval flow. You can make things easier on yourself by choosing a
template, or you can take full control over your approval process by building it from scratch.

From scratch

If you selected Start From Scratch when you created your approval flow, the first thing you’ll be asked
to do is pick a form to base your approval flow on. Make sure your form asks for your submitter’s
contact information, so they can be notified when their submission goes to the next step in the
approval process. From there, you can add different elements to customize your workflow.

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When you hover over the Form element, click the dot that appears on the highlighted border of
the element to add another branch to the approval flow. You can add different elements simply by
dragging and dropping from the left menu. But don’t forget to make sure your steps are connected.
Otherwise, the approval flow won’t work.

If you want to delete an element, just click the trash can to the right of the approval element.

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One-step

If you need to escalate to only one person for approval, a one-step approval is probably the right
choice for you. In the one-step approval flow, the request will go to one person, who can approve or
deny the request, and the approval or denial email will then be sent to the submitter. It’s quick, easy,
and will get the job done efficiently.

When you create the one-step workflow, there will be just a few approval branches, but sometimes
that’s all you need. However, if your workflow grows beyond one step, you still have the flexibility to
add branches and conditions.

One thing to keep in mind is that you’ll have to select a form for your approval flow, so make sure you
use a form that collects all the relevant contact information from your submitters.

From a template

Jotform has over 100 approval templates for you to choose from, so you’re bound to find something
that will fit your current processes. The approval templates also come with an associated form
template, so you don’t have to worry about building the form or the approval flow. You have the
freedom to customize a template to your specifications without having to do the work of adding
conditions and elements.

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Basic Elements

The top list of Approval Elements contains basic elements.

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Form

The Form element in Approvals kicks off the entire approval process and can trigger other actions
within the workflow. For example, if the HR manager wants to automate interview scheduling after an
applicant fills out the application, they can add a Form element to the approval to automatically send a
candidate another form after the initial job application is approved.

The Form element has some settings you can play with as well. If you click the gear icon to the right
of the element, you’ll be able to select the form you want to use, automatically assign the form, use
prefill to speed up the form filling process, and customize notifications.

Approval

The Approval element is one of the most basic yet important pieces of the approval workflow. This
element allows people to assign tasks to others for approval and keeps the workflow moving.

Within the Approval Properties, you have the option to assign approvals to one or more people,
change outcomes, customize the approval request email, and send reminder emails to approvers.
You can also give your approvers the option to reassign the approval to someone else or ask for more
information. Additionally, you can control whether or not your approver has to log into Jotform to
submit their approval. If you go to the Advanced Settings tab, you have the power to set a date for
the task to expire and to automate escalations.

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For example, when someone fills out a job application, an HR manager receives the application
and needs to approve it. Of course, the HR manager isn’t usually the only person making the hiring
decision. They also need approval from the hiring manager. Keep in mind that this is the approval
process in its simplest form, and when projects need to get escalated, there are usually a lot of
moving pieces in play.

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Group Approvals

When you need to collect approvals from a large group of people, there’s no need to create individual
approval elements for each approver. With Group Approvals, you can add your approvers’ emails to a
single element.

When you’re building your approval workflow, add an Approval Element and type in your approvers’
emails in the Approvers field under Approval Properties. If you want to pull approver emails directly
from your form, click the Form Fields dropdown to add a field. Select a completion rule to direct how
your group approval will work.

Let’s break down the completion rules because you have a few options to choose from:

• Require response from majority. This means the workflow will proceed based on the majority
response. In this workflow, the majority is two-thirds of the responders. If there’s a tie, the tie-
breaker will be the first response that makes a majority. So if you have one denier and one
approver, and the next person to answer selects deny, the approval would be denied.

• Require response from all. All approvers must answer before the flow can move forward. In the
event of a tie, the first response with the majority will win.

• Require response from one person. A response from one person will move the flow forward based
on their answer (approve or deny).

• Require certain number of responses. The workflow will only move forward when a predetermined
number of people respond. The first response with a majority will win.

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Once you’ve added your approvers and selected a completion rule, go to the Advanced tab to set
additional options for your approvers.

Team Approvals

If you have an Enterprise account, you can use the Team Approval element, which lets you select a
team for an approval rather than individually adding people to an Approval element. Team Approvals
are dynamic, which means that if someone new joins a team, they will automatically receive an
approval request. Note, again, that this feature is available for Enterprise customers only (see Chapter
7).

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Email

The HR manager can add an Email element so that once the candidate has completed their
assessment, the hiring manager will get an automated message letting them know the candidate has
completed the assessment and can move on to the next step. The email element can also be used to
let the form submitter know that their application has moved on in the process.

If you want to further customize your submission email, you can do so in the Settings menu. Just click
the envelope icon next to the Email element to open it.

Within the settings, you can indicate which form fields to include in the email and customize your
subject line. Just click the Form Fields dropdown in the Email Content toolbar.

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Recipients tab

Go to the Recipients tab to personalize the name of your sender, the reply-to email, and of course,
add your recipients. You can pull a list of recipients directly from your form, as long as an email
field is included in the form. You can also send a test email to ensure the email is free of errors and
everything looks OK. Be sure to click Save when you’re done.

In our hiring scenario, the Email element will notify the applicant that their application has moved to
the next step. It will also let the hiring manager know that they need to schedule an interview with
the candidate. Another great thing about the email element is that you can use it to notify people who
aren’t part of the workflow. Let’s say the CEO wants to be notified about potential new hires. The email
function can be set up to notify the CEO when a candidate interviews with the hiring manager.

Go to the Advanced Settings tab to send a PDF to submitters upon form completion and attach any
files that might be relevant.

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You can also hide any unanswered form fields in the email. And you can customize which address you
want to send your confirmation email from by using your own SMTP server instead of Jotform’s.

Approve & Sign

The Approve & Sign element is great when you need your stakeholders to sign off on something.

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In the Settings tab, you can customize the element by requiring a signature, requiring signers to log in,
and automatically sending a signer request email.

In the Advanced Settings tab, you can further automate the Approve & Sign element by allowing
approvers to reassign the task and request more information, automatically escalating the approval,
requiring comments, setting an expiration date, and automatically completing the task after a
specified time period.

In our hiring workflow scenario, the COO of the company will need to sign off on the candidate. With
Jotform Approvals, the HR manager will be able to request an approval along with an e-signature from
the COO and set up automated reminder emails.

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Approval Report

Whenever a candidate is hired, the HR manager needs an audit trail of the documentation and
steps that went into the decision to extend an offer. Luckily, all the HR manager has to do is add an
Approval Report element to the approval flow before they begin accepting applications. The Approval
Report automatically generates a PDF report of the audit trail that includes signatures, approval
status, and the full approval process — from application to offer.

Open the Settings in the Approval Report element to indicate who will receive the report; you can pull
emails from your form as long as your form includes an email element. You can also rename the report,
enable password protection, adjust the report settings, see an example of the report before you send
it, and set up a custom email to accompany the report.

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Jotform Approvals will automatically save workflows, so you won’t need to gather documents after the
workflow is over.

PDF

The PDF element allows you to send form submissions as PDFs, which is very convenient when a
stakeholder has a lot of documents to review. Additionally, you can upload other PDFs to share with
stakeholders. So if the hiring manager wants a copy of their candidate’s resume and cover letter, all
the HR manager has to do is add a PDF element to the approval flow. All your documentation can stay
in one place.

Sign Document

If you need a signed document as part of your approval flow, you can add a Sign Document element
to collect signatures from any or all of the parties involved in the workflow. Just add an approval
branch, and then drag and drop the Sign Document element into the builder. From there, you can
request e-signatures, designate a signing order, set access codes for your document, and send a
message to your signers. The final signed document will be available as a PDF for download.

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Depending on whether or not the document is signed, different actions will automatically be triggered.
For instance, if the document is signed, an email will be sent to a specified individual. If it’s declined,
the form will be assigned to another person. If it’s canceled, a report will be sent to a designated
group.

For more information on Jotform Sign, see Chapter 4.

Logic Elements

Logic Elements are the building blocks of approval workflows. They define the conditions specific
pathways will follow, controlling the process. If the form submitter meets certain conditions, the
workflow will automatically be denied or approved. In our hiring workflow example, the HR manager
wants to automatically deny any job applications that don’t include a cover letter. The HR manager can
use an If/Else condition to send automatic denial emails to applicants who fail to upload a cover letter.
This will save the HR manager from having to manually reject these applicants, giving them more time
to focus on qualified candidates.

To set up an If/Else condition in your workflow, just click the If/Else Condition element on the left side
of the panel and then drag it where you want it to go in your workflow. Open the Settings or click
+Add conditions to set the conditions that will redirect the workflow.

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Conditional Branch

To further customize your workflows, you can add a conditional branch to redirect the workflow
depending on the form submitter’s answers. To set up a Conditional Branch, add the Conditional
Branch Element to your approval flow, then simply click the gear icon and add the conditions to
redirect the workflow. For example, if the HR manager wants employees to come into the office
regularly, they would need to hire local candidates. The HR manager can set up a conditional branch
to automatically deny applicants that don’t live in their company’s city, or to redirect to HR managers in
company offices in other cities.

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Merging/splitting flows

When a project has a lot of moving pieces that need to be approved by many different stakeholders,
things can get a little confusing. For example, the hiring manager might need different information in
their approval email than the HR manager, as well as different permissions. With the Split Branches
element, the form owner can customize the emails and permissions for each approver.

All you have to do to add a split branch to your workflow is drag and drop it into the builder. The HR
manager can simply add a split branch to customize the information and permissions for separate
approvers, and then merge the workflow branches once a decision has been made.

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End Flow

All Approval templates have an End Flow element built in. If you’re building an approval from scratch,
you’ll need to add this element to end the approval process. In the End Flow Properties, select the
Terminate Flow option.

End Flow is also useful when your approval flow contains parallel branches. If other branches will
continue running after this one has been completed, select the End Branch option in the element
properties. If all branches should end once this step is complete, select the Terminate Flow option.

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Here’s an example of how this might work in practice. Let’s say we have a Split Branches element in
our approval flow, with two parallel approval processes — one for a manager and one for the CEO —
running concurrently. Select the Terminate Flow property for the End Flow element in the CEO’s denial
outcome. This way, if the CEO denies the request, the manager will no longer need to approve or deny
the request. The process will simply end.

Settings tab

Once you’ve set up your approval flow to your liking, you can move to the Settings tab to personalize
it even further. For instance, you can change the name of your approval flow to something that’s easy
to remember and will fit your organization.

If you need to use this approval flow for a just short amount of time, you can enable or disable it by
using the Status dropdown menu. Sometimes, you might need to restart your approval flow when
someone edits their submission. Set the Restart Approval Flow on Submission Edit dropdown to
Enabled to restart the flow whenever someone makes an edit.

Publish tab

Now that your approval flow is customized exactly to your liking, you can move to the Publish tab to
enable your workflow. Please note that the publish options apply to the form that’s attached to your
approval, not the workflow itself.

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Quick Share

The first thing you’ll see in the Quick Share tab of the Publish menu is the Link to Share option. All you
have to do is click the Copy Link button and share the link with the appropriate people. You’ll also find
permissions and access settings; just click the gear icon to adjust those. You can make your workflow
public, or you can restrict access to only those with a link. You can also make sure only people in your
organization have access to your approval flow.

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When it comes to personalizing your permissions, you have three options. The first is Submit Only,
meaning your users will only be able to submit the form that accompanies your approval flow. This
setting is applicable to someone filling out an application or a purchase order.

If you want your submitters to be able to view their answers to the form after they submit them, the
Submit & View Later option is best. But note that they will only be able to view their submission, not
edit it. If you want your users to be able to edit their submissions after they submit them, the Submit &
Edit Later option is ideal.

Another easy way to share the form attached to your approval flow is via a QR code. All your
submitters have to do is use the camera on their phones to go to your form. The QR code is the
easiest option if you need to quickly share your form with a lot of people.

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Embed

Jotform creates embed codes, so it’s easy to embed your form into any hosting platform you choose.
We provide code for iFrames, feedback buttons, popup windows, and lightboxes. We also have a plug-
in for WordPress, and we provide you with the original source code.

Assign Form

The Assign Form tab allows you to assign a form to someone else, giving them easier access to the
form and allowing you more granular control over permissions. (This is particularly helpful when you
want someone to collect submissions on your behalf.) There’s a link you can copy and paste to quickly
assign your form. If you need to assign the form to everyone in your organization, simply toggle on the
switch at the bottom to automatically assign the form to everyone, no need to manually type in email
addresses. But if you want to assign your form to a few people only, you have the option to type in
email addresses. (The access settings are the same as those in the Quick Share section.)

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Email

In the Email tab, you have the option to share a link to your form via email, and you can schedule
reminder emails. Scheduling reminder emails for people to fill out your form is especially helpful
because you can fully automate the form filling process.

Platforms

The Platforms tab shows all of your third-party publishing options. If you want to publish your form on
a specific platform, just click on its tile. You’ll get the code you need to add your form to that platform
and find directions on how to publish your form.

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Making the most of your data

Now that you know how to make the most of your data with Jotform, you’ll never have to sift through
mountains of paperwork to get things done again. Whether you want to use approvals to hire new
employees or congratulate volunteers on their hard work, Jotform has you covered.

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Visualizing your data with Jotform Reports

In the Jotform Report Builder, you can create visually appealing reports from your form responses in
seconds. You could theoretically publish a survey, collect results, and draft a report with insights from
your results all in the span of one workday.

These reports make it easier for stakeholders to keep track of any data collected through Jotform.
Jenn Poppen, a Jotform user at Lake Forest Church in North Carolina, uses the Report Builder to give
her church directors a look at how the children’s ministry program is doing.

“With Jotform, every time I’m surprised by something new that can make my life a little bit easier,
like, for example, the Report Builder,” Poppen says. “I’ve started using it so people can see all of the
information at once, instead of each individual response.”

Because of the Report Builder, Poppen’s directors no longer have to waste time sifting through
responses. All the information they need is readily accessible and easy to understand.

When it comes to actually putting your report together, Jotform offers many different options. You
have the power to customize your report any way you like so your users can easily gain insight from it.
Let’s break down all the ways you can build a report with Jotform.

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Building the report

Creating reports and making them look visually appealing used to be a long and involved process that
required the skills of a graphic designer, or at least expensive graphic design software. Now, anyone
can create a report that looks great and is easy to read, even small businesses without the resources
to hire a designer or buy additional software.

Creating a report is as simple as clicking a few buttons. There are a couple of different ways to get
to the Report Builder. The first is to open the Form Builder, click the arrow next to it, and click My
Reports.

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The second is to go to the My Forms page, click More on the form you’d like to build your report from,
and then click Create Report. When you select a form, a toolbar will appear at the top of the page,
where you can click Reports as well. After clicking Create Report, you’ll see all your report building
options. Select the report you’d like to build. Then let Jotform do the rest.

While Jotform automatically generates a ready-to-publish report, you have the freedom to make it
your own. You can customize to your heart’s content with different color palettes, slide transitions,
and slide dimensions. You can even add your organization’s logo to the cover page.

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Report types

Let’s go over the different types of reports you can build.

Visual Report Builder

The Visual Report Builder creates presentation-style reports. Even though Jotform will create the
report for you, you can customize it by adding your own slides, charts, and graphs. To create a visual
report, just click Visual Report Builder and select the form you’d like to build your report from.

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If you’d like to build a report from data you collected through another app, click Import Data.

An upload window will appear. Choose a file from your computer. The upload feature supports CSV,
XLS, and XLSX files.

When you select a sample report, you’ll be able to see what your report would look like using different
templates.

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Excel Report and CSV Report

If you collected a lot of numerical data, it might be a good idea to create Excel or CSV reports. You
can open these types of reports with Google Sheets, Microsoft Office, Libre Calc, and any other Excel
alternative. When you first go to the Report Builder, just click Excel Report or CSV Report, select your
form, and indicate which fields you want to include in your report. After that, you’ll receive a link to the
report and an option to download it.

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HTML Table Listing and Grid Listing

HTML Table and Grid Listing reports are great when you want to present your data in a simple table
format. You can embed both of these report types into your website, where submissions will be
displayed as soon as they’re submitted. When you’re first creating your report, click either HTML Table
or Grid Listing. You’ll then receive a report link, iFrame code to copy to your own website, and the
option to open the report directly.

RSS Listing

Creating an RSS Listing report for your form can be helpful because you’ll receive your entries in a
newsfeed-type format. Click RSS Listing, and you’ll receive a link to your report. Note that because
your RSS report will be in XML format, you’ll need access to an RSS reader. Luckily there are free ones
online for you to pick from.

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Calendar Listing

If you use your forms to book appointments, or you need to know when someone submitted a form,
Calendar Listing is the report for you. Calendar Listing is great for creating a static agenda and quickly
creating a schedule based on a form.

To create a calendar report, click Calendar Listing. After that, just select the form and date fields
you’d like to add to your calendar. Click Create when you’re ready and you’ll get a link to your report.
Note that for the dates to show up properly in the Calendar Listing, your form must include the Date
Picker element.

Appointments will show up as different colors; click the date to show the names of your appointments.

Digest Emails

Digest Emails provide an email snapshot of submission information from your chosen forms. This is an
easy way to get an at-a-glance look at your submissions. While this feature was previously available
as an integration, you can now create a digest and have it emailed to you with a few clicks. To set up
digest emails, click Digest Emails and fill in the prompts on the screen. When you’re finished, click
Next.

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If you have a Bronze, Silver, or Gold plan, you can send digest emails to up to 10 people. If you’re on
the Starter plan, you can only send them to yourself, the account owner.

Once you indicate who you’re sending digest emails to and how often they will receive them, you can
select your forms. There’s a search bar at the top of the page, so you can easily search for your forms.
Click Next, and you’ll see a sample digest email so you can make sure everything looks good before
you send it.

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Click the Add Forms button on the left to add any additional forms. You can also click the gear icon on
the right side to change your email recipients and send dates.

After that, just send a test email to make sure everything’s set up to your liking, and you’re done! Now
you’ll get valuable insights from your chosen forms in one email.

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Customizing your digest

You can customize what you see in your digest by clicking the gear icon next to the main portion of
your digest.

Overview

In the Overview tab of the settings menu, use the toggle switch to turn the overview on or off. If you
want to see only New Submissions or Total Submissions, select the box next to the appropriate
option. There’s even a toggle switch so you can toggle the View Submissions Button on or off. This
comes in handy if you don’t want to give your digest viewers access to submissions.

Charts

Go to the Charts tab to create charts from your form submissions. Note that this feature only works if
you’re asking questions that are suitable for charts, such as questions that collect quantitative data.
Select either a bar or column chart under Select Chart Type. You can indicate whether to include a
data table or not, and how to sort the information in the chart.

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Submissions

In the Submissions tab, you can select which answer fields are going to be visible in your digest. You
can also elect to include or exclude a list of submissions. The Hide Empty Fields toggle allows you to
eliminate empty fields from your digest. If you want to change the title of the submission, select an
option from the Select Submission Title dropdown.

Customizing your reports

Layout settings

If you’re working with a visual report, you can customize its layout and appearance. Click the paint
roller icon to access the Layout Settings menu.

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The General tab contains options to adjust page transitions and slide dimensions, as well as an option
to remove Jotform branding.

In the Style tab, you can change the color palette of your chart, select a different background color,
and edit the chart’s tooltips.

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Filtering form data

If you need to further filter the data you collected, that’s easy. Simply add a filter to your report.
Click the Filter button, and enter your specifications. Then you’ll be able to see how your submitters
answered a particular question.

If you’re having trouble finding the information you need, Jotform has a handy search feature so you
can easily find what you’re looking for.

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Sharing reports

Sharing reports is super easy as well. When you’ve finished customizing your report, you have the
option to embed it into your website or create a PDF to share. When you use the embed option, your
report will automatically be updated anytime someone submits your form. You can just set it and
forget it.

Similar to embedding a form, Jotform will provide you with an embed code to copy and paste into your
website or blog. To embed your report into your website or blog, click the Publish button and go to
the Embed tab. Make sure your report is public so that your website visitors will be able to view it.

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This is what the report would look like embedded in a web page.

When your report is done and you want to send it, feel free to customize the invitation by adding a
message. Additionally, when you send your report, you can further automate the process by uploading
a CSV file of email addresses instead of manually typing in a bunch of addresses. If you’re unsure how
the CSV file should be formatted, download the example CSV file.

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When you share a link to your report, you have the option to personalize your access settings. If you
create a private report, people will be able to view it only if you grant them access. This works well if
you’re sharing sensitive information.

A public report is the opposite: Anyone can view it, and they don’t need to request access. When you
set the access to be available only to people in your organization, you can either require that they
enter a company email, or (if you’re on an Enterprise plan) you can require single sign-on, so they have
to enter a username and password to view the report.

When you set your report as private, you can control how long people have access to the share link.
Click the checkbox next to Set custom expiration date for Share Link and set the date. You can also
allow people to print and download your report with the options at the bottom of the popup.

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Pro tip

If you share a PDF of your report, it won’t update in real time.

Creating a PDF of your report is very simple. All you have to do is click the Download button. Then
you’ll have a PDF file of your report saved in your Downloads folder.

Form Analytics

We’ve talked about how you can use Jotform to make the most of your submission data. Now let’s talk
about how you can use Jotform Form Analytics to help you get a better idea of how you might be able
to improve your forms. Keeping an eye on your form analytics will help you improve your conversion
rates, which might help you tailor your forms for better responses.

To view your form analytics, click More next to one of your forms, then look under Data, and find Form
Analytics. Once there, you can move between forms with the dropdown menu at the top of the page.
Jotform tracks a few different metrics, such as traffic, device, platform, and location. You can also
narrow down your time parameters to look at analytics within a specific time frame.

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Traffic and Device

When you look at the Traffic tab, you’ll see an overview of your form analytics, including your
submitters’ IP addresses. You’ll also be able to see what country they’re located in and what type of
device they used to access your form. The Traffic tab provides a good at-a-glance overview of your
form analytics.

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The Device tab includes information about your users’ devices, including the type of device they
commonly use when completing forms, as well as their screen sizes. This can help you meet your
submitters where they’re at by adjusting your forms to work best for specific devices and screen
sizes.

Platform and Location

Discovering the countries where your form submitters are located might help you more than you think.
If you can find out what countries your users are from, you’ll be able to tailor your form to their needs,
i.e., offering different languages or using phrases that are common in a certain country. Go to the
Location tab to see a map of your users’ locations.

The Platform tab will let you know not only which platforms (Android, macOS, etc.) your submitters
used, but also the browsers (Chrome, Safari, etc.).

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We know collecting data isn’t just about collecting data; it’s about turning it into useful analytics and
action items so you can improve your organization. With Jotform, you’ll be able to compile reports and
gain insights from your data without buying additional software. Plus, you can keep all your data in
one place, so you don’t have to waste time exporting it to another tool.

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Documents and PDFs

When the Portable Document Format, or PDF, was first invented, it was a game-changer. A PDF is a
fixed format file, which means it appears the same way on any operating system, screen size, etc.
You never have to worry that the formatting will change, and in most cases, it’s difficult for someone
receiving a PDF to edit it.

But one of the benefits of PDFs is also the root of one of the file format’s biggest issues. If you need
to fill out a PDF form or sign a PDF contract, it can be difficult. Jotform has solutions that allow you to
turn PDF forms into online forms, accept e-signatures, and create fully customizable PDFs.

Let’s dig into how Jotform can help you with all your PDF needs.

Turn form submissions into custom designed PDFs

With the Jotform PDF Editor, you can turn your form responses into professional-looking PDFs. For
example, if a customer purchases a product or service from your business, you can send them an
auto-generated receipt. Likewise, you can use one of Jotform’s PDF templates to create invoices. A
company accepting online job applications can convert information from application forms into PDFs
that can be forwarded to others for review.

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Some organizations, particularly in regulated industries, may need to keep PDFs as records. For
example, Outward Bound California uses PDF Editor to turn student enrollment forms into PDFs.
Because of Jotform’s wide array of integrations, users can automatically send generated PDFs to
cloud storage as well.

Other use cases for Jotform PDF Editor include

• Gift certificates
• Permission slips
• Medical history forms
• Invitations
• Tickets

PDF Editor

You can start the process of creating a PDF with either a PDF template or with an existing form.

From an existing form

To create a PDF from an existing form, go to the My Forms page and select the form you’d like to turn
into a PDF. Then click More to open the dropdown menu and click Create PDF Document.

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From a template

To create a PDF from a template, go to the Templates dropdown menu at the top of Jotform’s website
and click PDF Templates. On our PDF Templates page, you can choose from over 1,300 templates,
and you can filter between different industries so you can find the template that’s right for you.

If you want to preview the PDF before you commit, just hover over the image and click the Preview
button.

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If you want to check out the form template accompanying the PDF to make sure it’s right for you, click
the Form Preview tab.

Connect a PDF template to a form

After you select a PDF template, you’ll be asked to choose which form you’d like to use. You can either
create a new form or use a template.

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Whether you create a new form from scratch or use a template, you’ll be asked to fill out the form to
match the form fields to the PDF. We do this as a way for you to test your PDF to make sure the fields
are all going to the right places. But if you don’t think that will be necessary, feel free to click the
Cancel button.

Create a PDF from your form submissions

To create a PDF from your form submissions, just select the form you’d like to use and then select PDF
Editor in the dropdown menu above the Form Builder.

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Alternatively, from the My Forms page, you can click on the More dropdown to the right of a form and
select Open PDF Editor under Data.

PDF Editor interface

You might notice that Jotform’s PDF Editor looks very familiar. That’s because we wanted to make it
similar to the Form Builder so our users wouldn’t have to worry about learning a new tool. Just like
our Form Builder, all you have to do to add elements is drag and drop. The form, send, and sharing
features are a little different, though, so let’s go over those.

The Form dropdown menu (located at the top of the screen toward the right) allows you to easily view
the form associated with your PDF. You can also edit the form and assign it to someone to fill out.

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The Send button allows you to easily share your PDF with others. You can share the link we provide
you or email it.

For more granular control over sharing your PDF, click the Share button at the top right of the screen.

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Here, you can not only share a link directly or via email, you can also adjust the settings to provide
company access, allow users to edit the document, and set a date for the link to expire.

In the All Documents dropdown, you can select a specific document or documents to share, or share
all documents.

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The Print and Download buttons are fairly self-explanatory. You may need to disable your popup
blocker to view the preview of your document.

With Jotform’s PDF Editor, you can easily see PDF versions of all your form responses. Click the
dropdown in the middle top of the screen to scroll through your individual responses.

You can include PDFs as email attachments to your notification and autoresponder emails.

Elements section

The Basic Elements are similar to those in the Form Builder, including Text, Heading, and Image.
Some elements, however, are a little different.

Adding a Line to your PDF is a great way to break up long documents and help call out important
information. You can use the resizer at the corner of the line to change the length. If you click the gear
icon below the line, you’ll be able to further customize your line by changing the color, size, and style.

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If you want to break up your PDF even more, you can add a Box. Similar to a line, you can use the
resizer to the right of the screen to change the box size. Click the gear icon below the box to add a
picture, upload a URL, and change the box’s color. The Empty Space element is similar to a box, but
it’s not customizable. It provides an easy way to space out answers in your PDF.

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If the form attached to your PDF includes a logo, your PDF will as well, so that your form and PDF have
the same branding.

Submission Date

Have you ever wanted to add a submission date to a PDF but don’t want to open the form connected
to the PDF to get the date? All you have to do is add the Submission Date element to your PDF. When
you add this element, the submission date will automatically populate in your PDF. If you go to the
Submission Date element’s settings, you can change the date format, language, font, and even the
text color.

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Submission ID and Submission IP

Like the Submission Date element, Submission ID and Submission IP will automatically populate the
ID/IP in your PDF. If you open the settings menu for either, you can customize the font and rename
your Submission ID and Submission IP.

Both of these elements make it easier to keep track of submissions when other people don’t have
access to your inbox.

Tabs

You can use the tabs in PDF Editor to create a new PDF document or a new PDF form. Just click the
New PDF tab and select an option from the dropdown.

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If you click on the hamburger icon next to the tab name, you can rename the tab, duplicate it, or
delete it.

PDF Settings

If you’re looking to change the settings of the PDF as a whole and not just specific elements, click the
gear icon on the right side of the PDF Editor to open PDF Settings.

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These settings allow you further control over the look and feel of your PDF. In the advanced settings,
you can enable password protection and hide empty form fields.

PDF Designer

If you want to further customize the look and feel of your PDF, click the paint roller icon on the right
side of the PDF Editor. This opens the PDF Designer, where you can change your PDF’s layout, size,
color, and margin alignment, and add a template to easily change up the look of your PDF.

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General

The General tab is where you’ll customize the simplest elements of your PDF. You can change your
PDF’s size, orientation, and background color. You can even add a background image if you’d like.

Element Style

In the Element Style tab, you can change the alignment of the questions and answers in your PDF,
and the font and color of question text. You can either top align your questions or arrange them side
by side. Choosing Top Aligned will arrange your questions so that each answer appears directly
underneath each question. Side By Side will arrange your questions and answers so that they appear
on the same line, with questions on the left and answers on the right.

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If you want your questions and answers to be the same font, select the Apply changes to answers
option.

Templates

In the Templates tab, you can choose from premade templates to easily give your form responses a
uniform look. If you’re looking for a template that fits a specific industry, just use the dropdown menu
to filter templates by industry.

Smart PDF Forms

Now that we’ve discussed how to create PDFs from form submissions, let’s talk about how easy it is to
create a web form from a PDF. Though PDFs revolutionized the way we handle paperwork, they also
brought a host of new questions and concerns, like how to fill them out and send them back.

More often than not, you would either have to pay for expensive software to fill in the PDF and email it
back, or you’d have to print out the document, fill it out, and mail it back. Even worse, you could print
it, fill it out, scan it, and email it back. Yes, now we’re able to conveniently access the forms we need,
but filling them out and sending them in became the newest pain.

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Solving this problem became part of Jotform’s journey to create an end to end workflow productivity
tool. With Jotform, you can upload your PDFs and turn them into fillable forms.

When an office administrator for a therapy practice used to send her clients PDFs, they sometimes
found it difficult to fill them out. This was mostly due to lack of access to a computer and software
that enabled them to fill out PDFs. Coupled with the start of the pandemic, the practice would have
been in real trouble if it wasn’t for Jotform.

“We wouldn’t be able to take new clients without it. They’d be emailing the PDFs out to clients
and having them fill it in on their computer. And it just would have been messy because we
primarily serve low income patients and a lot of them don’t have access to a computer. So
with Jotform, you can fill it out on your phone and just send it back. And it goes to us and you
don’t have to worry about adding an e-signature in a PDF, like Adobe. Everything is just really,
really user-friendly.”

Upload a PDF

You can turn your PDF into an online form right from the My Forms page. Click Create Form and then
the Import Form button.

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Select Import PDF form. From there, you can upload a PDF from your computer.

Select the PDF you’d like to upload and click the Upload PDF Form button.

If your PDF has a lot of pages and fields, it might take a while to upload. But you’ll get a loading screen
so you know what’s going on.

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Pro tip

Jotform Smart PDF Forms accepts documents up to 15 MB. If your document

is more than 15 MB, you’ll get an error message.

Once your PDF is fully uploaded, you’ll see a side-by-side comparison of Jotform’s version and the
version you uploaded, so you can fix any mistakes and add page breaks where necessary.

If you want to change any wording, double-click the element and you’ll be able to edit it. Sometimes
our PDF reader will misinterpret a word or two, so just double-click the text element to change it.
(Jotform’s text element has features similar to any word processing program.)

Click on the paint roller icon to open the Form Designer, where you can change colors, images, forms,
styles, and more.

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Smart PDF Forms Settings

Once you’re done uploading your PDF, go to the Settings tab to customize your form’s status and
properties. In the Form Settings options, you can change the title of your form, connect or disconnect
your original PDF to/from your online form, edit the format of your PDF, change your form’s status, and
more.

The Original PDF connection to your online form section has a few options, so let’s go over those:

• Show PDF thumbnail on the welcome page. The PDF thumbnail will show a preview of your
PDF and a welcome page before your submitter fills out the form. If you turn on this option,
you can help your submitters get an idea of what they’re filling out before they get started.

• Enable Preview PDF button at the end of your form. Enabling a PDF preview will give your
submitters the opportunity to view their submission before they click send and hopefully cut
down on errors.

• Enable original PDF attachment in Autoresponder Email. You’ll be able to automatically send
the PDF as an attachment to your autoresponder emails.

• Enable original PDF attachment in Notification Email. Similar to the aforementioned option,
you can automatically send your PDF as an attachment to notification emails.

You may have noticed “original” in the last two options above. That’s because once a form filler
submits their responses, the resulting PDF will include their answers in the original PDF format.

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Jotform Sign

During user interviews, we discovered that many people were using Jotform extensions, widgets, and
plug-ins to create contracts. So we asked ourselves a few questions:

• How can we meet our users where they’re at?

• How can we natively integrate something our users are already using?

• How can we make this process simpler?

And that’s how Jotform Sign was born. Now all our users can drag and drop a signature field into their
form to turn it into a contract.

“Once Jotform added that signing feature, it really became a game changer for me for my
regular forms. I was working at a school with a very busy principal. I would always have to
leave a form at his office, then wait for him to sign it. There was always this five- or six-day
delay. [With Jotform Sign] I was able to send this form link directly to his phone, and he
absolutely loved it because he could just look at this document really quickly, sign it with his
finger, and it was a done deal. It improved the turnaround by 60 or 70 percent.”

—Nasser Jones, Owner, NKJ Marketing and Internet Solutions

Jotform Sign allows you to create documents in one place. The Sign Builder works a lot like the Form
Builder. Just drag and drop the Signature element into a document. We also included escalations and
other ways to automate the signing flow.

Build

As in the Form Builder, the Build tab is where you build documents. You can upload an existing
document or use a template.

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Auto-detect fields

When you first upload a document for signing, a window will pop up asking if you want to auto-detect
fields. If you click Detect Fields, our machine learning will scan your document for possible fields and
automatically add them. Of course, you have the flexibility to delete or change them if they’re not
quite right. Since we’re using machine learning, the auto-detect feature will become more accurate
and faster with each use.

After Jotform scans your document, you’ll be asked if you’d like to keep the detected fields. Click Keep
All to keep all the fields, and click Undo to get rid of them and add your own fields.

If your document includes more than one page, you can click the documents icon on the top right side
of the Sign Builder to view the different pages in your document. Click the Edit Template icon to edit
the document template.

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Build tab settings

The Build tab offers a bevy of preset fields, all of which are fillable. They mimic the capabilities of
the elements in the Form Builder. The main difference is that each field in the Sign Builder will be
assigned to someone to fill out, usually the signer or the document owner. You can also assign a field
to someone else by adding a new role. Just click the Add new role button at the bottom of the Assign
field to dropdown.

The field settings vary slightly depending on the field. But for all, you can change the labels and
sublabels, make any field required, require answers in a specific format, and more.

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Preview Document

If you want to see what your signers see, just preview the document. The Preview Document toggle is
on the right side of the Sign Builder. Toggle the switch “on,” and you’ll be able to see what your signer
sees. Different fields are color coded. When you’re in preview mode, the only changes you can make
to the document are switching signers’ roles. Documents can’t be completed and signed in preview
mode.

Settings

When you’ve added all the applicable fields to your document, move to the Settings tab to further
personalize your document. This tab is very straightforward. You can change the name of your
document to something more relevant to your signers.

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Move onto Email Settings to personalize the email to your signers. You can change the subject line
and customize the message. You can also send an audit trail to your recipients, to make sure all
involved parties have the appropriate documentation.

Use one of Jotform’s 30-plus direct integrations to send your signed documents and data to other
apps. If you use another workflow product not included in our list of direct integrations, you can
use Zapier to create a direct integration. Feel free to request an integration if we don’t have a direct
integration with a product you love.

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Send

As with the Form Builder, you can share a Sign document via link or embed a document into your site
for people to fill out. Below are some features in the Send tab that are unique to Jotform Sign.

Signing order

To change the order in which signers must complete the contract, toggle on the Signing order and
then drag and drop the signers into the correct order.

Access code

Adding an access code will help you keep confidential documents safe. If you add an access code,
only people who have the code will be able to view and sign the document. To set up an access code,
go to the Send tab and click the key icon to the right of your recipients. Enter an access code, which
can be any combination of numbers.

In the Recipients tab, you can send a message to your signer with important instructions or anything
else you’d like to add. Just click on the Custom Message icon to open the message field.

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Expiration Date

Setting an expiration date for your document can help with getting time-sensitive signatures. It can
also act as another safeguard to help keep your documents confidential. To set an expiration date, go
to the Send tab and click Options on the Send to Sign page. From there, toggle the expiration date to
“On” and pick your expiration date.

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Keep in mind that your signer’s unique URL will expire by default after seven days. If your signer tries
to sign a document with an expired link, they’ll get a message telling them as much along with an
option to request a new one. Here’s what it looks like from the signer’s perspective.

Auto-reminder

To further automate the signing process, you can set up reminder emails for your signers. Just set it
and forget it. No need to manually nag people to keep them on track. Jotform will do the nagging for
you!

When your document’s ready to send, go to the Send tab and click Options. Turn on Automated
Reminder Emails and select a frequency. You can choose anywhere between every day and every
seven days.

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Signer Delegation

Sometimes only one person can sign a contract, for example, the person leasing an apartment or an
independent contractor signing a consulting agreement. But often, especially when a contract is sent
to an organization, more than one person can sign it. In those instances, the Signer Delegation feature
is helpful. To allow your signer to delegate the signing of the document to someone else, just toggle
Signer Delegation to “On.”

CC recipient

Copying a recipient works just like CCing someone on an email. They can see the document and
chime in if necessary. Type your CC recipient’s email address on the CC line. When you send the
document, they’ll receive an email with a copy of the document. This makes it easy for all involved
parties to keep copies of documents for their own records.

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When you send a contract, your signers will each receive a unique URL to access the document.
All they have to do is click the URL, and they will be taken to the contract and guided through the
process, no need for them to scroll through the entire document.

Sign Inbox

You can access the Sign Inbox from the navigation menu on the top left side of the Sign Builder or by
clicking Sign Inbox to the right of your document’s name on the My Sign Documents page.

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In the Sign Inbox, you’ll see a few tabs, a search bar, a document information section, and the last
document you sent for signing. The title of whatever document you have open in the inbox (at the top
of the screen) also serves as a dropdown menu so you can easily navigate between documents to see
audit trails and PDFs.

Tracking the signing process

When you send a document for signing, you’re not just sending it into the ether. With Jotform, you
have the ability to track documents so you can keep an eye on where they are in the signing process.

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There are two ways to track your documents. The first is directly from the document. Go to the Send
tab in the Sign Builder and click the arrow box icon on the right side of the screen (when you hover
over the arrow, it will say Track). This will take you directly to your document in the Sign Inbox.

The second way to track your documents is from the Sign Inbox. Checking on documents in the inbox
is helpful if you have a lot of documents to keep an eye on. You’ll be able to quickly see where they are
in the signing process at a glance. Let’s dig into the Sign Inbox a little more.

Tabs

Tabs are arranged according to where documents are in the signing process: All Documents, Waiting
for my Signature, Waiting for Others, Completed, Canceled, and Declined.

In the Waiting for my Signature and the Waiting for Others tabs, you can easily send your signers a
reminder email if you haven’t already scheduled them. You can also cancel the document or download
it.

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Filter

To the left of each tab is a filter that allows you to easily find your documents. You can narrow down
your search by date, read, unread, favorited, and unfavorited documents.

If you want to narrow down your search further, use the Advanced Filters. Whittle down the results
by field, and make sure your search includes certain items. For example, if you want to know which
of your employees from the marketing department signed your contract, select Division and/or
department in the first dropdown, change equals to includes, and type in “marketing.” Now you can
see everyone from the marketing department who has signed and submitted your document. Click the
Add New Filter button to add another filter.

Document Information

To the right of your PDF viewer, you can see all your document information. The Document
Information section gives you an at-a-glance look at your document status, your signers, and where
they’re at in the signing process. When you click the Details dropdown, you’ll see your document’s
unique ID (with a button to copy it to your clipboard) and the sent date.

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Download Document

When all involved parties are done signing the document, you can download the document to save
a PDF copy for your records. When your document has all the relevant signatures and is ready to
download, it will turn green in the tracked documents section within the Send tab.

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Click the arrow box icon to the right of the signed document. You’ll be taken to your Sign Inbox where
you can see a PDF copy of the signed document. Click the Download signed document button to the
right of the document to download it.

Audit trail

You will most likely need some sort of documentation about when your document was signed, at what
time, and by whom. This is where the audit trail comes in handy. You can download the audit trail from
Jotform Tables and Inbox. The audit trail shows you when a document was sent, viewed, and signed.

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Using PDFs to your advantage

Taking your business paperless can be a big challenge. But Jotform makes it easy. Now you’ve got a
tool that enables you to convert paper or PDF forms into online forms, send them to customers, and
save the responses in the original PDF format. You can also use Jotform to create professional PDFs
from form responses, draft contracts, collect e-signatures, and more. Everything you need to make
your workflows work for you is in one place.

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Bundle forms and links into a useful app

When Michael Nacario explains how much he likes Jotform Apps, he doesn’t mince words. “If there
was no Jotform or Jotform App Builder,” he says, “our life would be hell.” Nacario, an operations
developer for Burger King in New Zealand, uses Jotform Apps to condense an entire day’s work into
just a few hours.

Bundling forms: Just the beginning

Jotform Apps began as a way for Jotform’s in-house teams to bundle related forms and share them
with a single link. But it’s become much more, and that’s no surprise. Each online form is powerful by
itself, but grouping complementary forms together — and presenting them in one polished package
that’s accessible on any device — can work wonders for your organization.

In fact, Nacario didn’t stop at one mobile app. He created 10, all for his employees. The apps are
internal workflow solutions that tackle tasks like health and safety inspections, supply requests, and
restaurant update notifications. Each app is accessible on Android, iOS, and desktop computers,
providing time-saving convenience.

Jotform Apps was made with a range of users in mind. Apps can be used to book appointments and
meetings of all kinds, gather donations for a nonprofit, accept payment for goods and services, collect
sensitive medical information from patients, and more.

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It’s all possible thanks to Jotform’s App Builder. You can build a mobile app from scratch with no-code,
drag-and-drop software or use one of Jotform’s app templates. There are hundreds to choose from,
providing personalized apps in short order and for a fraction of the cost of hiring a developer.

Did you know?

There is no extra charge for Jotform Apps. If you’re using an app to collect
payments, you will be allowed a certain number of payment submissions per
month based on your plan. But creating an app is free!

App basics: Bundle forms in an instant

Making an app with Jotform is a lot like creating your first form. You can build and share a useful app
in less than a minute, or you can take a little more time to add a variety of design elements. In any
event, you can refine the app as the needs of your business change. And changes are instantly visible
on your app, so you only have to share it once, no matter how much it evolves over time.

There are a few ways to get started. If you’d like to bundle a handful of forms you’ve already built
into an app, head to your My Forms homepage. Select the checkboxes next to each form you’d like to
bundle, and then click the Create New App button, located at the top of the page above the column
of checkboxes.

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Your app will open in the App Builder. Similar to the Form Builder, you can customize your app
by adding elements and widgets, adjusting the settings, and choosing design features. The App
Elements menu opens automatically when you create your app. Overall, the layout mirrors the Form
Builder.

While this app is a near blank slate and the design needs some attention, it took less than a minute to
create and already performs a valuable function: sharing multiple forms with a single link. To share the
app, go to the Publish tab. (We’ll discuss the Publish tab in more detail later in this chapter.)

Additionally, it’s easy to create an app with any of your forms in the Form Builder. In the Publish tab,
click the Create App button to create an app with the selected form and open it in the App Builder.
You can share the app immediately or enhance it with supporting elements, widgets, and more.

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Turn the Preview App toggle on at the top right of the page to see how your app will look on a mobile
or desktop device. You can use a QR code, link, or download options to view the app on your own
device. Just click Try it on your device to see your app in action.

Did you know?

Jotform users create more than 15,000 apps every week!

Your My Apps homepage, app templates, and more

As you create apps with Jotform, you can access them from your My Apps page, just as you manage
forms from your My Forms page. To go to your My Apps page, click the My Forms dropdown menu at
the top of the screen, then select My Apps.

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Your My Apps page lists all of the apps you’ve made with the App Builder. To create an app from this
page, click the Create App button on the left.

Four options appear after you click the Create App button. If you choose Start From Scratch, your app
will look a lot like the first app we created in this chapter, except there will be no forms in the app, only
a blank page waiting to be customized.

Alternatively, you can use an app template, clone an app you’ve already created, or build an online
store. We’ll talk more about the Build Store option and the Jotform Store Builder in the next chapter.

Templates will provide your app with a refined look that you can easily tailor to your needs, making it
easy to create apps that are unique to your purposes.

Jotform has more than 600 app templates, organized into dozens of categories. Choose from booking
apps, inventory apps, inspection apps, education apps, healthcare apps, and more.

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After clicking Use Template, you can browse the entire library of app templates. They are sorted by
most popular by default. You can also sort templates by the newest in the library, by category, or by
language. Or use the search bar to find what you’re looking for.

Click the Preview button below each app template to see a preview of the app, which includes a brief
description of the template and what forms it includes. You can also see how the app template looks
on a mobile phone, tablet, or desktop computer.

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Let’s use a popular healthcare app, created for a dental office. The Dentist App opens in the App
Builder, just like when we bundled a few forms together. Add your personal touches to the template,
such as your organization’s logo and preferred colors, and it’ll be your very own unique creation. This
template comes with an Image Gallery widget populated by professional stock photos. Using the
App Builder, it’s easy to replace these stock photos with photos of your own business or organization.
(We’ll discuss this in more detail later in this chapter.)

The Dentist App also comes preloaded with two forms: a Schedule Appointment form and a Dental
Treatment Consent form. There are buttons that allow your customers to call and email your business
directly from their devices. Below the Call Us and Email Us buttons is a map that pinpoints the
business’s location. Social media buttons and contact information appear below that.

Once again, it’s all customizable. Keep what you want, delete what you don’t, and use the App Builder
to make your app represent you exactly how you’d like it to.

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Clone Existing App

Cloning an app is a great option if you’ve created an app that performs well and you’d like to keep it as
is and create a new app like it. To clone an app, select the Clone Existing App option after you click
the Create App button from the My Apps homepage.

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Choose an app from a popup list of your apps, and click the Next button.

Either clone the app along with its forms or clone the app without any forms. Enter the name of your
new app. Click the Clone button, and the cloned app will open in the App Builder.

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The App Builder

Now that we know how to create an app, let’s take a look at Jotform’s no-code App Builder and the
seemingly endless ways it facilitates customization. Go to your My Apps homepage and click Create
App, just as we did earlier. This time, select the Start From Scratch option.

The App Builder will provide you with a blank slate. Like the Form Builder, the App Builder has Build,
Settings, and Publish tabs at the top of the page, and the app opens in the Build tab by default.

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Build

There are several menus in the Build tab that help you create and customize an app, such as App
Elements, accessed through the Add Element button on the left of the App Builder, and the App
Designer, accessed through the paint roller icon on the right. Additionally, a menu at the top of the
page allows you to edit the name of your app. It also offers a way to open another app, clone your
app, or create a new app. For convenience, this menu is available in the Settings and Publish tabs as
well.

App Header

Click the Jotform logo to access the App Header Properties on the right side of the screen. This is a
good place to start personalizing your app, including adding a unique logo. You can remove the image
or adjust the logo size in the Logo submenu.

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Click Remove Image (pictured above) to reveal options for uploading your own image or choosing
from hundreds of preloaded icons. Images you upload in the Image section will be stored in the My
Images tab, located above the Upload File button (shown below).

Open the Icon tab if you’d like to choose from an assortment of icons that represent nearly any
industry or use case imaginable. A search bar will help you find exactly what you’re looking for. Some
icons are in color while others are black and white. You can add color to one of the latter with the Icon
Color Style options.

Did you know?

There are 1,797 icons available in the App Header Properties!

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Here’s an example of an icon with custom colors added. A search for “school” produced a school
bus, perfect for an app that could provide parents with information about the local school bus route.
The header text has been changed as well; to edit this text, just click on the header and make your
changes.

The General section of the header properties also provides a way to change the app title. Above
the App Title section, a toggle switch will remove the entire app header if you’d rather not have one.
At the bottom of this menu, you can add a description of the app. The app description can also be
changed directly in the builder, just like the app title.

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The Style section of the header properties displays color options, starting with a toggle switch that
turns the background color and other features on or off. Below the switch, alter the background color,
choose a background image, change the text color, or change the alignment of your header to the left
or right.

To add a color that exactly matches one of the colors used in your logo — or a color used anywhere
else within Jotform — copy the color code and paste it into the color option you want to change. To
use a photo for the background, click the Choose a File button under Background Image. Upload a
new image, use a previously uploaded image from My Images, or enter the URL where your image is
located with the Enter URL option.

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You can reposition your header photo. After adding the photo, the Reposition Image button will
appear. Click on it to move the photo up and down or laterally, or to zoom in and out.

App Designer

To open the App Designer, click on the paint roller icon toward the upper right of the builder. This is
where you can access preset color schemes, preset app layouts, and additional options.

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It will open in the General menu by default. At the top of the menu are the preset color schemes.

If you choose a preset color scheme, that color will be applied to the header as well. Copying and
pasting the custom colors from your app header into the App Background Properties will keep a
consistent color scheme.

If you add two different colors into the Start Color and End Color fields, the colors will blend from one
to the other. Add the same color to both the Start Color and End Color sections to display one solid
color. Add an App Background Image using the same process to add an image to the header.

The remaining customization options in the General menu are List Background Color and Font
Family. The List Background Color changes the color that surrounds app elements (there’s currently
a placeholder for our first element, as we haven’t added one yet). I’ve chosen to have no background
color for the app elements by clicking the List Background Color menu and choosing the square with
an “X” on it.

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In the Font Family section, select from a dropdown menu of nearly two dozen fonts.

Click App Layouts to access more than 10 different layouts for your app. Different layouts remove the
icon, shrink app elements, make them larger, align the header to the left or right, and more.

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Pro tip

Start building your app in any order you like. Bundle forms to get started and
then use the App Designer, or start an app from scratch and add forms and
other elements before you alter the design. Begin by adding widgets, or work
on items in the Settings menu, such as your Splash screen. It’s all up to you!

Now that the baseline for your app design is set, the next step is to add elements like forms, photos,
Jotform Sign documents, widgets, and more.

App Elements

Adding elements to your app is as easy as adding elements to a form in the Form Builder. Drag and
drop the desired element into your app, or click on the element to add it to your app. After the element
is in the app, it’s easy to drag and drop it to the desired location.

The App Elements menu is open by default as you create or design an app. If you’ve closed the menu,
reopen it with the Add Element button.

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The App Elements menu is divided into two columns: Elements and Widgets. The elements section is
open by default and lists Basic elements — or elements that are likely to be used often, such as Form,
Sign Document, and Heading — at the top of the column. Below that are Payment Elements, Featured
Widgets, Data Elements, and Page Elements.

Basic Elements

Form

Click on the Form element button, or drag and drop it into the app. A popup menu with forms from
your My Forms homepage will appear.

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Choose which form you’d like to add or select multiple forms. When finished, click Add Forms. If the
form you need is difficult to find, use the search bar to locate it.

Note that the entire form hasn’t been added. Rather, a link to your form appears. You can change this
if desired; we’ll cover that shortly. Click on the element after adding it to reveal three icons. The top
icon (a form) allows you to edit the form in the Form Builder. The bottom icon (a trash can) lets you
remove the element from the app. The gear icon in the middle opens the Properties menu, which
includes multiple options for the element.

Pro tip

The gear icon will always open the Properties menu for that element or
widget.

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The Properties menu is divided into General and Style sections. In the General section, click Change
Form to bring up the list of forms you’ve created and select a different one. Below that, you can
change the Form Label and Form Description, and opt to display the entire form. Finally, choose the
size of your element, either Normal or Large.

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Further down in the General Settings menu, you can Shrink the element to leave room for more
elements. Mark the element as required if it’s vital to your app. You can also set up the app to mark an
element as completed upon submission and reset the completed mark either daily or weekly.

The Style section includes an Element Style button, which has preset color schemes for the selected
element.

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Switch to the Customize section of the Element Style options to add custom colors to your element,
including the font. Choose an icon for your element, adjust its color, or remove it.

There are options for aligning the text, and you can use the Element Background Image option to add
an image.

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Take a look: A finished Jotform app created by a Jotform user

Let’s take a quick breather and look at a Jotform app created by a Jotform user.
Nasser Jones, owner and operator of the independent marketing and consulting
firm NKJ Marketing and Internet Solutions, creates apps for clients. His app (shown
below) contains eight different pages that include forms, links to PDFs, various
resources, images, and more.

Here’s what the app looks like on a desktop device. Jones used the Shrink option to
fit more elements on his homepage.

On a mobile device, either smartphone or tablet,

the app automatically takes on a different shape
to fit the screen.

Jones has created nearly a dozen apps. This

app, in particular, almost single handedly
powered an event attended by 1,500 participants
and vendors.

“We used registration and survey forms, Tables,

Reports, and Sign documents,” he says. “It was
awesome using Jotform for all our pre-event and
in-event activities and now post-event activities.
The bigger win is to have access to the data so
quickly. Now that the event is over, we can begin
making decisions about the next event and how
we can improve everything we’re doing.”

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Sign Document

Below the Form element is the Sign Document element, powered by Jotform Sign (which we
discussed in Chapter 4). This element works much the same way as the Form element. Click on the
Sign Document element in the App Elements menu, and a list of Sign documents you’ve created will
appear. Choose a document and click Add Sign Documents to add it to your app.

Pro tip

Sign documents added to a Jotform App can include only a single signer and
must be shared with a link. If the document you want to use is grayed out,
that means it doesn’t meet these requirements.

Heading

The Heading element adds a heading anywhere you’d like one in your app. Break up sections of forms
and other elements with headings, or include one at the top of each page.

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The Properties menu for the Heading element reveals familiar options such as Text Color, Heading
Size, Text Alignment, and Shrink. In addition, you can duplicate the element. Doing so adds an exact
clone of the element to your app. Use this option if you get all of your element settings just right and
want duplicate headings for different pages or areas of your app. You can change the heading text in
the Properties menu.

Paragraph

The Paragraph element adds an editable text box as well as Add Link and Add Photo options. Drag
and drop the element into your app and access the editor with the Edit Text button.

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You’ll find all the conventional text editing tools, such as text size, text color, background color, text
alignment, and more. You can also add a text table, hyperlink, and image. Click the checkmark icon
when you’re finished editing. Access the element Properties menu to shrink or duplicate the element.
More advanced developers can add source code through the Properties menu as well.

Pro tip

The Paragraph element is simple enough to add plain text and powerful
enough to occupy an entire page of your app, especially if you add images to
it.

Link

Add a web link as a standalone element with the Link option. In the Link Properties menu, you can
add the URL and a title for the link; show or hide a preview image; show or hide the URL; and alter
the element size, shrink it, or duplicate it. Change the element color scheme and style, including the
element’s icon, in the Style menu.

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Document

Use the Document element to upload a document to your app. Click the Upload File button within the
element itself to choose from PDFs, screenshots, photos, videos, and more. Click the Properties icon
to access more options.

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Image

The Image element will display an image directly on your app. This is different from adding an image
via the Document element, which opens the image or video in a popup screen. Use the Upload Image
button or the Choose a File option in the Properties menu.

Pro tip

The Image element supports JPG, PNG, GIF, and SVG files.

Button

Add a button that makes phone calls, sends emails, and more with the Button element. In the
Properties menu, you can change the button text and the action the button initiates. Simply choose
an action with the Button Action menu and add the appropriate information, such as a phone number,
email address, or link. To change the text, enter it into the Button Text field.

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Go to the Style menu to change the Button Style with preset color patterns or add color codes to
match your app. Additionally, you can add rounded corners to your button and alter the button width
and alignment.

Multipage apps

Note that when an element is added, the Add New Page option appears. Adding pages to an app
makes the app easier to navigate, keeps it from becoming too clunky or busy, and makes it easier to
offer completely different services in one app, such as having forms and documents on one page and
images or general information on others.

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If you’d like to place an element on a new page in your app, click Add New Page and drag the element
past the divider line. Click the element on the new page or the menu at the bottom of the App Builder
to name the new page. Click the gear icon to access the Properties menu.

A new option appears after you add a page: the Navigation Settings, located on the bottom right of
the page.

The Navigation Menu Properties includes General and Page Visibilites menus. In the General menu,
use toggle switches to show or hide the navigation menu and show or hide the navigation menu icon.
You can change the navigation menu text in the Mobile Menu Text field. There’s also a toggle to show
or hide the icon. At the bottom of the menu, you can choose a new icon.

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Use the Page Visibilities menu to show or hide any of your app’s pages.

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Payment Elements

It’s no secret that a mobile app is ideal for collecting digital payment, but that payment isn’t always for
goods or services. For many nonprofit organizations, collecting donations is key to the cause. Jotform
has solutions for both scenarios, with Product List and Donation Box elements. We’ll discuss the
Product List in the next chapter.

Donation Box

To collect donations, drag and drop the Donation Box element into your app. The Donation Box
Properties menu opens by default. A button at the top of the menu provides access to the Payment
Properties menu, where you can access one of Jotform’s payment integrations.

Within the Donation Box Properties, the General menu includes Heading Text and Subheading Text
data fields. Additionally, you can change the preset amounts your organization asks for.

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Further down the menu, you can allow custom donation amounts, set amount limits, show your
donation goal, or alter the button text.

Pro tip

Each app supports either a Product List or Donation Box, but can’t support
both elements. However, it’s easy to accept payments and donations in a
single app; simply add a form with a Product List to an app with a Donation
Box.

Featured Widgets

Below Payment Elements is the Featured Widgets section. Add colorful photo galleries, videos, social
media links, and more. While widgets have their own section in the App Elements menu, the featured
widgets are top candidates for making your Jotform App stand out to customers and clients.

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Image Gallery

To add the Image Gallery widget, drag and drop the widget into your app. The Image Gallery
Properties opens by default. There are nine gallery layouts to choose from in the Layout menu. You
can also add photos. Either upload images, choose from your My Images gallery, or add images via
URL. Additionally, you can shrink the widget and duplicate it.

Image Slider

The Image Slider widget functions in much the same way as the Image Gallery, but it puts your photos
in motion. The Slider Transition control has two choices: Slide and Fade. Choose how fast your
images slide or fade into the following image with the Slider Speed option, and turn autoplay on or off
with the Autoplay toggle switch. Use the Image Slider Properties to add images.

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In addition, the Autoplay interval sets the time delay before the images rotate.

Did you know?

Nearly 10,000 Jotform Apps that include images are created every month!

Video

Add a video via URL with the Video widget. Simply paste the video URL in the Video Properties menu.
Use the remaining options to shrink or duplicate the Video widget.

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Map

The Map widget can show the location of your business or organization. Simply add the widget and
enter your location’s latitude and longitude. Add the coordinates to the widget, and the map is set.
Choose the desired zoom level, shrink the widget, or duplicate it in the Map Properties.

Social Follow

Add links to social media accounts with the Social Follow widget. By default, the widget displays
social follow buttons for YouTube, X, LinkedIn, and Facebook. Change the color of the social icons for
a custom-branded look.

Did you know?

Additional social media accounts supported by the Social Follow widget

include Flickr, Vimeo, Instagram, Foursquare, Tumblr, Pinterest, StumbleUpon,
and Digg.

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Testimonial

When your customers or clients have something good to say about your organization, let everyone
know about it with the Testimonial widget. In the widget’s Properties menu, you can include multiple
testimonials, and the widget will act as a slider.

In the properties menu for the Testimonial widget, you can create a label, add an image, and add the
testimonial quote you want to display. You can also select the slideshow speed, choose to include
quotation marks or not, and shrink or duplicate the widget.

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Data Elements

Depending on how you use your app, data can provide vital contextual information. Jotform has
multiple data hubs that are automatically created as forms are submitted. Add them to your app
automatically with Jotform Apps Data Elements.

Table

Upon adding the Table element, all of the Tables listed on your My Tables page will appear in a popup.
Select the desired Table and click the Add button.

Visitors to your app can view the Table by clicking on the Table element. In the App Builder, click on
the Tables icon to view your Table. Access the Table Properties with the familiar gear icon.

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In the General Table Properties, you can change the displayed table, alter its title and description,
choose an element size, and shrink or duplicate it. In the Style section, you can alter the element’s
color, add a background image, change the text alignment, or change the icon or remove it entirely.

Report

Adding a Jotform report is just like adding a table. Add the Report element, select your report, and
click Add.

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Your app’s users can access the report by tapping the link. In the App Builder, you can view the
report by clicking the report icon (the top icon) next to the element. In the Report Properties, choose
from the same set of options that are available in the Table Properties, in both the General and Style
sections.

Sentbox

Add the Sentbox element to display submissions for a form in your app. The Sentbox allows those
who fill out the form to view their submissions. After adding the element to your app, select a form or
multiple forms from the Select Forms popup menu. (All forms included in your app will be available in
this menu.) Choose the form or forms you want to display submissions for, and click the Add button.
Use the Sentbox Properties menu to customize the element.

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Page Elements

Page Elements provide extra organization for your app. It’s probably clear by now that each app can
support a bevy of elements on each page. Keep them orderly for a more pleasant experience for your
app users.

Divider

Use the Divider element to add a line between elements. In the Divider Properties, alter the color of
the divider and/or create a duplicate divider.

Spacer

Create a little breathing room between elements with the Spacer element. Use the Spacer Properties
to change the height of the spacer, shrink the spacer, or duplicate it.

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Widgets

Just like the Form Builder, the App Builder boasts dozens of useful widgets. Access them in the
Widgets menu located in the App Elements menu.

Add a button that connects to the popular WhatsApp message app, display a Facebook “Like” box
that adds likes to your Facebook account, add a Skype call button, display a GIF from Giphy, and
plenty more. For instance, you can display social media feeds and/or posts by simply adding an
account or post URL to the Properties menu.

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Pro tip

Since each Jotform app can bundle multiple forms together, it’s easy to
include forms that have widgets and integrations found in the Form Builder,
adding multiple layers of functionality to your app!

Settings

Access the App Builder Settings tab at the top of the builder, between the Build and Publish options.

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There are three menus within the App Builder Settings. First are the basic App Settings, which include
the app status and properties menu.

App Settings

Click on the App Settings tab to enable or disable your app using the App Status dropdown menu.
Additionally, you can disable your app on a specific date.

When opting to disable your app on a specific date, you can display a message to anyone who tries to
access your app and/or redirect users to another app.

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Use the remaining App Settings to allow your users to save progress on forms they’ve started to fill
out but have yet to complete, display a progress bar for forms marked as required, and add a home
screen modal, allowing users to add a link to your app on their home screen.

App Name & Icon

In the App Name & Icon menu, enter a short display name for your app and edit your icon. The icon
is what users will see on their device after they download the app to their home screen. Use the Edit
Icon button to alter the icon’s color, change the icon, or remove it. Go to the Image menu to upload an
image of your choice or use an image from My Images.

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Splash Screen

The Splash screen is what your app users see as the app opens. Customize its color with the Splash
Screen section of the Settings menu. Click Customize to open the Background Color option.

Publish

In the Publish tab of the App Builder, there are multiple ways to share your app. From the Quick Share
menu, copy the link to your app so you can paste it into emails, messaging apps, text messages, and
more. Use the Settings to change your app’s access settings from Public Access to Private Access
or Company Access. Open your app in a new tab to get a full view of your creation before you share it
with the world.

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Additional options in the Settings menu allow you to require registration to access the app and let
users access their submissions through your app.

Invite users via email by entering an email address or multiple addresses in the Invite by Email field. To
upload a CSV file, click the upload icon.

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On the Download QR Code page, click the Download button to share your app via QR code. After
downloading the QR code, you can print it out, or you can copy the HTML code to embed it into a
website.

Access the Embed menu to copy an embed code for your entire app. If you use WordPress for your
website, click the WordPress logo for an embed code built specifically for WordPress websites.

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Apps for all

Jotform Apps makes it easy for anyone to create a mobile app that works on any device. For many
businesses that would rather avoid outsourcing to a developer, a seemingly impossible task is now
easily accomplished, sometimes in a single day.

The app we created in the Jotform Apps tutorial performs a variety of functions and took very little
time to make. It has custom colors, photos, and form links, making life easier for you and those who
will access your mobile app.

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Join the mobile revolution with Jotform

It’s no secret that mobile devices have become an essential part of everyday life in the 21st century.
And while most of these devices are mobile phones, dialing friends and family is certainly not the
biggest reason for their popularity.

According to reviews.org, the average American checks their phone 144 times a day and spends just
shy of four and a half hours on their device in a 24-hour period. And what are they checking? You
guessed it: their mobile apps. A study by Insider Intelligence (2023) found that 88 percent of mobile
data time is spent checking or using mobile apps.

Clearly, an app is nearly essential to reach people in the modern world, whether it’s for employees and
colleagues or customers and clients.

When it comes to making purchases, more commerce than ever is conducted on mobile devices,
and the numbers are projected to skyrocket. Mobile e-commerce saw a 15.2 percent increase in the
United States in 2021, and Insider Intelligence (2023) projects that mobile sales will command a 43.4
percent share of all U.S. retail transactions in 2023.

Jotform can get you in the mobile game for a fraction of the cost of hiring a developer. Use our drag-
and-drop software to build your own mobile app that works on any mobile device. Bundle and share
as many forms as you like with one app link, save time on internal workflows, and more.

We couldn’t be more excited to bring Jotform Apps and its capabilities to you and your organization.
With seemingly endless possibilities, the only question is this: What will you create?

Works cited

Insider Intelligence. Rise of mcommerce: mobile ecommerce shopping stats & trends in 2023 (2023).
https://www.insiderintelligence.com/insights/mobile-commerce-shopping-trends-stats/

Kerai, A. 2023 cell phone usage statistics: mornings are for notifications (2023). https://www.reviews.org/mobile/cell-phone-
addiction/

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Sell products and services with the

Jotform Store Builder

For those interested in collecting payment with Jotform Apps, Jotform’s App Builder (see Chapter 5 for
more info), you’re not alone. In the months following the release of Jotform Apps, we noticed that one
in three apps created by our users included a payment form equipped with one of Jotform’s payment
integrations.

Jotform responded by creating the Jotform Store Builder, which allows store owners to sell products
directly within a mobile app, providing their customers with the mobile purchasing experience they’ve
come to expect. The Product List element provides advanced order tracking, and store owners can
add multiple Product Lists to an app without having to add a corresponding form, streamlining the
store building process.

Essentially, you can build a mobile app or store that’s unique to your business or organization with no
coding experience at all, in minutes.

“What I like and why I use Jotform is because for me, it’s easy,” says Daniella Colagrande, chef and
owner at Polpetta Lokale Gastronomie, a food cart in Amsterdam that serves authentic food from
Colagrande’s home: Bari, Italy. “Jotform gave me an e-commerce site that’s easy to build based on my
needs and that I can easily share with customers.”

In addition to working on any device, every Jotform store can be embedded into a website. Or provide
a link to your store on your website, as Colagrande does. The Jotform Store Builder has provided
a cost-effective — and plain old effective — way for many of our users to start selling goods and
services online.

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Benefits of the Jotform Store Builder

Not only does the Jotform Store Builder make it possible to create an online store in minutes, but it
also has features that improve customer engagement and make it easier to sell online.

Customers can use the cart in a Jotform store to view product descriptions and set quantities they’d
like to purchase. Shoppers can also “favorite” an item, saving it to a favorites list in their cart. After a
purchase, customers can track their orders in their personalized sentbox.

More than 30 payment gateways ensure you’ll find the most suitable option for your customers and
get more sales. And the Jotform Store Builder is exceptionally easy to use, whether choosing from
more than 150 store templates, importing an app you’ve already created, or starting from scratch.

“Jotform helped me create my own personal e-commerce page without any difficulties,” says
Colagrande, adding that it’s easy to make changes to her store when needed and that Jotform
makes it easy to collect client data as well. “Jotform is a great professional help for people who aren’t
confident with technology.”

Best of all, it’s free to create a store with Jotform Store Builder. You’ll be allowed a certain number of
payment submissions per month based on your plan. But Jotform doesn’t charge extra fees to create
a store.

Did you know?

Apps created with the Jotform App Builder and the Store Builder process
more than $166,000 in goods and services every day!

Wondering how to get started? Let’s take a look at how to build an online store.

Build your online store

Go to your My Apps page and select Create App. Click the Build Store button.

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Upon selecting the Build Store option, a new app with a preloaded Product List element will open in
the App Builder.

Pro tip

The Clone Existing App option is also ideal for creating an online store. If you
already have an app that represents your organization well, clone it and then
add a Product List element.

Store Builder Templates

Another great way to start building an online store is to choose a Store Builder template from your My
Forms homepage. Find the Templates dropdown menu at the top of the page and select Store Builder
Templates.

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Browse templates that are geared toward a variety of industries and categories, such as apparel, food
and beverage, delivery, and more.

Here’s a Store Builder template for an online shoe store. It places a Product List front and center
and comes with additional pages, listed at the bottom of the screen. This template opens in the App
Builder, allowing you to add elements, personalize the style, and customize the Product List.

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“[My store] is easy for me to modify,” says Colagrande. Here’s a look at the Polpetta Lokale
Gastronomie online store, which provides authentic food and is powered by the Jotform Store Builder.

Product List

To add a list of products to your app, use the Product List element. Drag and drop the element into
your app to get started. To the right are three icons. The top icon is the Products menu, where you
can edit your products. Below is a credit card icon that represents the Store Properties menu. There’s
also a delete (trash can) icon.

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Did you know?

The Product List element works with all Jotform apps and Jotform stores.

To edit a product, click the pencil icon in the Products menu. Use the gear icon to delete or duplicate
the product. Add a new product by clicking the Add a New Product button below the Product List
Title, or click on the Add New Product link in the app itself. The Products menu also includes a link to
the Store Properties menu for convenience.

In the Basic section of the Products menu, you can alter the name, price, and description of your
product. You can also add an image of the product.

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In the Options section of the Products menu, you can add a quantity selector. Create additional
product options, such as different colors or sizes, with the Add a Product Option feature. The
product options you’ve selected will display at the bottom of the menu. Edit or delete them with the
corresponding buttons.

To view and set the Store Properties, click the Store Properties button (pictured above) at the top
of the Products menu or the credit card icon next to the Product List. As the icon indicates, this is
where you connect one of Jotform’s payment integrations. Note that you don’t have to integrate with a
payment gateway if you prefer to collect payment offline (for example, cash on delivery). If, however,
you do want to add a payment gateway, you can do so in the Payment tab of Store Properties. Click
Add Payment Integration to choose your payment gateway.

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Next, choose your preferred payment gateway from the Payment Gateways menu. Here, we’re using
Stripe, which requires authentication. Other payment gateways may require different methods of
authentication, such as a transaction key.

Did you know?

Jotform doesn’t collect a fee for payment transactions!

After authenticating your account in the Integration Settings, use the toggle switch to enable or
disable Test Mode. This allows you to test your payment gateway. Use the Additional Gateway
Settings to access features unique to your chosen payment gateway.

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When you return to the Store Properties menu, the integration will show as enabled. Below, toggle
Express Checkout on or off. This feature controls Cart functionality that we’ll cover later in this
chapter. If the Use Decimals toggle is on, choose between a decimal point or a comma with the
Decimal Separator dropdown menu. You can also change the currency you’ll accept.

Access the Product Settings section of the Store Properties to alter the Product List Layout and
enable product search.

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In the Checkout Page tab of the Store Properties, edit your store’s Contact Information Page. This is
part of the order form customers will fill out during checkout; the data collected through this page is
automatically sent to Jotform Tables.

Click the Add Element button to add form elements to the Contact Information Page. To access a
preview of the page, click the preview button that appears when you hover over the partial image of
the page in the menu.

Here’s what this short Product List looks like in preview mode. Note the heart-shaped icons on
each product photo and the cart icon at the top of the app, next to the user avatar. The icons allow
customers to “favorite” an item from the Product List and access cart features.

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Pro tip

You can add multiple Product Lists and label each list to reflect different item
categories.

Cart, Sentbox, and more

The store Cart has several helpful features. A number representing the number of items a shopper has
added appears on the cart icon, and an Order Now button appears at the bottom of the app.

Customers can tap the cart icon to view their items. If you’ve added a Quantity Selector, they can
change the quantity they’d like to order.

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Shoppers can use the heart icon to mark items as favorites while they browse your store. During
checkout, they can access their list of favorites and quickly add them to their cart.

After shoppers tap the Order Now button, they’ll add their customer information to begin the
purchasing process.

Colagrande accesses her orders through Jotform Tables. “I use the tables and print them for events to
help with registration and attendance,” she says. “It’s just a couple of links and clicks and then you get
all of [the information].”

When they’re ready to buy, shoppers tap the Proceed to Payment button to complete their purchase
with your payment gateway of choice.

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“I’m in the Netherlands, so the fact that I can use a payment method that is popular here, called iDEAL,
is a big plus because most of my clients use that,” Colagrande says.

Customers can access their previous orders with the Jotform store sentbox. All they need to do is tap
on their Jotform avatar image on the top right corner of the app and then tap Previous Orders.

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Did you know?

Customers don’t need a Jotform account to shop at your store, but a Jotform
account is necessary to access the sentbox.

On the following screen, customers can click the Sentbox button to view their orders. A search bar
and a robust Filter feature help users view and sort orders and submissions. When customers click on
an order, they can send a comment to the seller and print or download a receipt with a transaction ID.

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Having all of these options, combined with the power of the App Builder, makes the Jotform Store
Builder hard to beat for solopreneurs like Colagrande.

“I have my own store without having another website or platform involved,” she says. “It’s not
expensive, and I’m a small business.” Colagrande adds that she looked at other options for creating
her online store and “wasn’t intrigued.”

The Store Builder, however, keeps paying dividends for Colagrande. Whether you’re building apps for
internal use or to sell goods and services, Jotform Apps is versatile and powerful enough to get the
job done.

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Power your entire organization with

Jotform Enterprise
Hopefully, the previous chapters gave you a good grasp of how to make the most of submission data
with approvals, reports, and PDFs. You may have also explored ways to bundle mobile forms in an app
to connect with colleagues or customers on the go.

If you’re excited to flex your new skills, great! We can’t wait to see what you build. If you’re left
wondering what else you can do with Jotform or how to share these capabilities with your colleagues,
this chapter is for you.

Whether you want to grow and scale your business or already work at a large organization, Jotform
Enterprise gives you the features you need to collaborate without sacrificing security. Jotform
Enterprise is our multiuser plan that offers

• Team workspaces, role-based access, and group approvals

• White labeling — no Jotform logos or URLs
• Options to store your data locally and separately
• A dedicated customer success team
• Access to professional services for training, expert-built forms and approvals,
and more
• An admin dashboard for reports and control

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Managing data at the organizational level has many advantages over individual accounts. With an
Enterprise account, if an individual unexpectedly leaves your organization, the data remains with your
organization; you simply reassign any forms and submission data to another user. (Submission data
acquired through an individual account legally belongs to that user, not the organization). Unique
user logins also make it possible to accurately view and report who is accessing data (a HIPAA
requirement).

The powerful features of Jotform Enterprise have enabled many organizations to successfully replace
their legacy systems, streamline processes, and empower employees. For example, ACS Stainless
Steel Fixings Ltd. signed up for Jotform Enterprise at the recommendation of a newly hired manager.
In short order, the organization digitized paper-based processes the business had outgrown, leading
to new insights and reduced costs. In fact, within one month of tracking free-of-charge items and
customer credits with Jotform Enterprise, ACS saw a 50 percent reduction in those requests.

“Jotform’s approval workflows are really useful. Salespeople didn’t see the financial impact of
customer credits before. Now approvals have the requestor’s name attached, and people are
more thoughtful about what they submit.”

—Tony Richman, Operational Sales Director, ACS Stainless Steel Fixings Ltd.

Bill Coller, OrthoIllinois business development manager, decided to give Jotform a try after years of
struggling with an Electronic Medical Records (EMR) system.

“I opened a trial account, and in 15 minutes, I created a form that worked better than the one
we had been working on for almost 10 years.”

—Bill Coller, Business Development Manager, OrthoIllinois

Before long, the HR, IT, building maintenance, and independent medical exams groups at OrthoIllinois
were all using Jotform Enterprise for data collection and tracking.

How an Enterprise multiuser account enables secure sharing of

organizational data

Often Jotform single-user account owners become in-house experts charged with creating and
distributing forms and information across an organization. This can be great for small family
businesses and solo entrepreneurs, but for larger organizations, it can become unsustainable.

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Jotform’s multiuser Enterprise plan gives each user a unique login and role-based access. You can
add users and assign administrative control at the organizational level as needed. You can also
create teams with specific roles for team admins, form creators, data analysts, and full-scale team
collaboration. The multiuser environment streamlines the flow of information and enhances visibility
into who is accessing your data.

Adding new admins and users from the Admin Console

Data protection and security are paramount for all organizations. A leading researcher on the global
cyber economy expects cybercrime costs to grow to $10.5 trillion annually by 2025 (Morgan, 2020).
Jotform Enterprise maintains the highest security standards so you can focus on the task at hand,
knowing your data is protected.

From Jotform Enterprise’s Admin Console, you can track and manage users, as well as tailor access to
forms and data. Admins can reassign forms and change or revoke access with a click to accommodate
team changes and keep data secure within the organization.

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Safely reduce data silos and foster collaboration with Teams

In addition to the Admin Console, which enables user management at the organizational level, Jotform
Teams provides online workspaces where departments and cross-functional teams can securely share
forms and data, and team admins can manage users for optimal collaboration.

Creating a team is easy. From the My Forms page of Jotform Enterprise, click Create Team from the
dropdown menu.

You can also create teams from the Teams page via the All Teams link in the top right navigation next
to Support. You can tailor the team name, avatar, members, default team member role, and visibility
within the organization.

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Tailoring team visibility

Each team and the assets in its workspace can be made visible to anyone in the organization or kept
private for team members only. Within the team workspace, the Activity Tracker displays updates at
a glance so that team members can see changes to team resources, including reports, tables, forms,
submission data, and more.

Adding resources to a team

You can create forms, tables, reports, Sign documents, apps, and approvals directly from any Team
workspace by clicking the Create button. To move existing forms to a Jotform Teams workspace,
select the forms on your My Forms page and drag them into the desired team listed in the menu on
the left. You can also use the More menu to the right of each form to move the form to a team. All
form-related data will move with the form and be available to the team.

Similarly, you can add tables, apps, reports, and other Jotform Enterprise assets from their respective
pages to any team you choose. From your home product page (My Forms, My Approvals, My Apps,
etc.) select the resource you wish to move. Then use the More dropdown on the right side and select
Move to Team, or use the Move to Team button at the top, which will prompt you to pick the desired
team from a list of available options.

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When you move resources from your personal folders to Team folders, the assets connected to them
will also be moved to ensure a seamless experience for both form fillers and team members.

Using Team Approvals to streamline decisions

Jotform Enterprise also makes team decisions easy with Team Approvals, which can be used by
different teams in a number of ways:

• HR teams can shortlist candidates for final interviews.

• Marketing teams can circulate final copy and design reviews.
• Executive teams can review and approve budgets and forecasts.
• Sales and customer service teams can approve and assign relationship managers.
• IT teams can approve new vendors and products.

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Though Team Approvals may look similar to Group Approvals, there are a few advantages to using
Team Approvals. First, instead of adding approvers manually, you can select a team, and all members
of that team will become approvers. Second, if this is an ongoing approval flow, and one of your team
members leaves and is replaced by a new team member, you don’t have to make any changes to your
approval flow. As long as the new team member has been added to the team in Jotform Enterprise,
they will automatically become an approver.

To incorporate a Team Approval into your approval workflow, click the Team Approval element in the
left menu or drag it into your approval.

Click the gear icon to the right of the top corner of the Team Approval element to open the Properties
menu. Team options are displayed in a searchable Select a Team dropdown menu. Just below that you
can set the Completion Rule to specify how many approvers are required to make a team decision.
Completion Rule options function the same for Team Approvals and Group Approvals (see Chapter 2).
If you require a response from the majority and there’s a tie, the first option to reach a majority wins.

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Enterprise-level security features to support growing and global

organizations

As your organization grows, you need solutions that grow with you. Jotform Enterprise offers several
additional features to enhance both security and performance. First, a local data residency center
ensures your data is isolated from other organizations’ data, affording you maximum capacity and
performance.

You can host your data in any of 19 data centers in 15 countries around the world in order to meet
geolocalization and data residency laws, including the General Data Protection Regulation (GDPR),
Australian Privacy Principles (APP), and California Consumer Privacy Act (CCPA) to name a few.

We also offer HIPAA and SOC 2 environments for organizations that need to meet specific compliance
standards. In addition to our standard Service Level Agreement, a Business Associate Agreement is
available upon request.

If your organization uses single sign-on (SSO), you can leverage Jotform Enterprise integrations
to authenticate individuals filling out internal forms with sensitive employee data. Many popular
providers, including Active Directory, OneLogin, Google, and Okta, are supported.

Pro tip
Use SSO Prefill to streamline processes and reduce manual input errors on
all your internal forms. To activate Prefill, click on Prefill in the left navigation
of the Publish tab in the Form Builder. Toggle the switch to enable Prefill, and
map your form fields to your SSO data.

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Managing your account with the Admin Console

The Admin Console provides everything admins need to manage an organization’s account. Monitor
trend data and activity; manage forms, users, and teams; check system performance and mobile use;
request support and view tickets; and customize account settings to your specifications.

The Admin Console Settings menu includes many customization options to help you maintain brand
and security standards. You can

• Customize your organization’s domain, colors, logo, icon, header, login, and error pages
• Determine the payment integrations and widgets your users can use
• Enable single sign-on and session timeouts for enhanced security
• Restrict IP addresses to allow access only from a single specified network

Additionally, the robust search and reporting capabilities can help satisfy internal reporting needs
as well as compliance and data privacy laws should form submitters ask you to provide or delete the
information you have gathered about them.

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White labeling options for exacting brand standards

White labeling is the act of purchasing a product or service to rebrand and sell as your own. Chances
are you’ve had an experience with a white-labeled product if you’ve received branded tote bags,
t-shirts, and other giveaways at conferences or bought a popular food item sold as a store brand at
your favorite grocery store.

Similarly, Jotform Enterprise can be white labeled. Instead of encountering the Jotform brand, your
employees and customers will see only your organization’s name, URL, logo, and brand.

Providing a consistent brand experience can reassure those viewing your forms that they’ve landed in
the right place; thus, improving form completion rates. Many customization settings can be accessed
from the Admin Console. You can also create and share branded form templates to make designing
on-brand forms a snap.

The robust white-labeling capabilities of Jotform Enterprise enable technology providers and
consultants to expand their offerings by becoming resellers of Jotform Enterprise.

Wondering how else organizations are leveraging Jotform Enterprise to grow and scale? Let’s take a
look at the Jotform Enterprise Mobile app.

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Taking forms and data on the go with the Jotform Enterprise

Mobile app

The ability to work remotely has always been paramount for field service managers and those
conducting business in remote locations. Now it’s also a competitive advantage for organizations
seeking today’s top talent.

According to Buffer’s State of Remote Work study (2023), 98 percent of workers want to work
remotely at least some of the time. Giving employees the tools to stay connected on the go benefits
both sides. Data from Global Workplace Analytics (Lister, 2021) show that organizations can save an
average of $11,000 per year for each employee who works remotely 50 percent of the time.

With the Jotform Enterprise Mobile app, your employees have the power of the Enterprise platform in
the palms of their hands. Whether you’re using mobile forms to collect submission data in the field or
just outside of Wi-Fi range, Jotform Enterprise Mobile enables you to

• Collaborate on forms, e-sign documents, and approvals

• Manage user access from the Admin Console
• Collect data and conduct surveys in the field (even offline!) using kiosk mode
• Send and receive notifications about submissions, approvals, and e-signatures

“The combination of Jotform Mobile Forms and the approval workflows is brilliant. When the
guys are out with customers, at trade shows, or wherever, instead of bringing paper receipts
back to the office to photocopy or scan, they can just take photos on their phones and upload
them to the expense form, and they’re good to go.”

—Tony Richman, Operational Sales Director, ACS Stainless Steel Fixings Ltd.

Admins can monitor app usage using the Admin Console and invite users to download the app on the
App Store or Google Play.

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Once logged into the app, users will be greeted with the same user-friendly interface and functionality
so they can easily find and create forms, submissions, and e-sign documents; view and respond to
approvals; and view available offline forms.

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From gathering leads at conferences using kiosk mode, to surveying land and people in remote areas,
to receiving push notifications, there are myriad ways Jotform Enterprise Mobile can optimize remote
work and mobile form use.

Dedicated support for Enterprise customers

The Customer Success and Support teams are dedicated to empowering you and your teams with
the full power of the platform so you can achieve your goals. Jotform Enterprise admins can request
support, schedule a Zoom meeting, and track support requests directly from the Admin Console.

To submit a ticket, users can click Support next to their avatar in the top right corner of the screen.

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Admins can disable this option if desired using the toggle switch in the Settings options under the
Admin Console.

In addition to email and real-time support, additional resources are available to support you. Enterprise
customers can view a wealth of educational videos and webinars on Jotform’s YouTube channel, as
well as FAQs and API documentation on Jotform’s website.

“The Customer Success team has been a tremendous resource for us as we think through
how best to work together to achieve our goals. We’re so grateful for the team at Jotform
Enterprise. We see it as a differentiator in the market.”

—Wil Trohanis, Chief Revenue Officer, One to One Health

Jotform Enterprise also offers Professional Services for both form and workflow builds. This additional
support option can be helpful for organizations that need to quickly digitize a large number of paper
forms and complex workflows, and would benefit from technical expertise.

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Leveraging integrations to keep information flowing

Organizations have saved countless hours by leveraging the hundreds of integrations — including
40+ that are e-sign compatible — available through Jotform Enterprise. With popular integrations,
including Salesforce, HubSpot, Zapier, Airtable, QuickBooks, and Microsoft Power Automate (also
available for HIPAA), it’s easy to slot Jotform Enterprise into your existing workflows.

If your organization currently uses Salesforce, you can access Jotform directly through the Salesforce
AppExchange to map submission data to Salesforce objects. The powerful, user-friendly capabilities
of Jotform Enterprise make it easy for marketing and sales teams to design online forms, apps,
approvals, and reports to suit their data-collection and task management needs without having to
navigate the complexities of Salesforce. Salesforce admins appreciate the buffer protecting their sales
pipeline and processes, and everyone else enjoys the autonomy to gather data and automate their
work.

“Jotform Enterprise makes users feel empowered, self-sufficient, and that they can’t mess
anything up. It’s ideal. Nobody wants help with everything; most people want to do things
independently.”

—Becky Dudley, Database Manager, United Way of Roanoke Valley

Once you dig into the data management and automation power of Jotform Enterprise, you may find
you can replace elements of your existing tech stack. Three Rivers Park District saved $15,000 by
moving one process to Jotform Enterprise. Body Brave replaced five platforms (two survey tools, a
cloud storage provider, a complex data dashboard-building tool, and an e-signature solution) with
Jotform Enterprise.

“What makes Jotform Enterprise unique is the level of security it offers combined with
the ability to use Jotform Tables, produce custom reports, and build conditional logic into
surveys. It’s incredibly useful.”

—Jeannine Smith, Program Evaluation Officer, Body Brave

We hope you’re inspired to join the community of organizations around the world that are using
Jotform Enterprise to automate, collaborate, and scale.

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Chapter 7: Power your entire organization with Jotform Enterprise

Works cited

Buffer, Nomad List & Remote OK. State of Remote Work 2023 (2023). https://buffer.com/state-of-remote-work/2023

Lister, K. Global Workplace Analytics data (2021). https://globalworkplaceanalytics.com/telecommuting-statistics

Morgan, S. Cybercrime to cost the world $10.5 trillion annually by 2025. Cybercrime Magazine (2020).
https://cybersecurityventures.com/hackerpocalypse-cybercrime-report-2016

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Conclusion

How no-code software boosts

your productivity

With an instinctual need to get things done faster, humans have always strived for increased
productivity — from the printing press to the model T assembly line. The solutions we come up with
are limited only by our imagination.

Software occupies a special place in the history of productivity. Over the past few decades it has
moved manual bookkeeping to spreadsheets, art portfolios to graphic design suites, and slides and
projectors to digital decks.

By converting physical assets into digital files, tasks became much easier. And even greater
technological capabilities arrived via the web, the cloud, and mobile devices, enabling more efficient
team collaboration and the automation of workflow processes.

All of a sudden, everyone from pop-up chefs to solo entrepreneurs could accomplish on their own
what used to take a team of five.

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How no-code software has changed the way we do business

No-code software solutions have leveled the digital playing field and made it easier for everyone
to adapt to changes more quickly. There was no bigger change than the global pandemic of 2020,
which, when combined with the requisite remote work, forced organizations to either be flexible,
smarter, and more efficient, or risk going out of business.

Once automating our workflows became possible, the growth of easy-to-use no-code software
options — along with mobile device usage while working remotely — exploded. In fact, a study by
Gartner (2022) predicted that post-pandemic, over 50 percent of medium and large enterprises would
use a low- or no-code platform for application development.

Per an IDC report, customer workflows supported by low- or no-code automation have resulted in a
509 percent return on investment after five years of usage (Fleming & Marden, 2019).

Business has also been forced to change because the workforce is getting younger. The no-code
revolution has coincided with the digital nativism of Gen Z and millennials. Many of these workers
have never known a time without the ability to be productive via computers or smartphones, so in a
manner of speaking the way business has changed was inevitable, pandemic or not.

The final piece pushing no-code software to center stage is competition for talent, resources, and
capital. Everyone wants and needs top talent. So organizations are leveling the playing field by
investing in strong no-code software solutions to ease automation, while empowering their employees
to build tailor-made workflows that let them spend their time where it’s most valuable.

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Conclusion: How no-code software boosts your productivity

Jotform, a no-code form solution, boosts your productivity

Jotform for Beginners was created to break down our entire software suite into easy-to-follow,
digestible chapters that help inspire you to think creatively about using a no-code form solution to fuel
your productivity.

These two volumes help empower everyday people to create the task and management solutions
that are best suited to them, at their convenience, often for little or no cost. You have endless ways to
customize, distribute, view, and notify people about your forms, and they’re accessible on any device.

Unlocking successful results for Scripps Ad Operations group

E.W. Scripps headquarters in Cincinnati, Ohio

E.W. Scripps is one of the oldest diversified media companies in the United States.
The organization needed an effective, full featured, and connected platform to
manage the digital advertising packages and insertion orders that support its
programming.

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Conclusion: How no-code software boosts your productivity

By leveraging Jotform’s many form features, the Ad Operations group reduced the
confusion that came with vague orders, saved time on ad-hoc communication, and
increased data accuracy. Scripps also integrated its insertion order submissions with
the communication (Slack) and project management (Trello) hubs for its workflow,
further increasing productivity.

In essence, an insertion order submission through Jotform is now the tipping point
for the digital ad operations workflow, helping the team achieve their turnaround
time KPI and effectively track campaign life cycles.

Whether it’s automated emails, machine learning that turns PDFs into e-signature
documents, group approval workflows, conditional logic, or even your form’s Thank
You page, Jotform’s automations streamline your workflows so you can spend more
time on strategic matters.

Plus, a wealth of third-party integrations enable collaborative decision-making. You

can easily gather information on the front end and have it populate everything from
new sales records to project management line items and anything else on the back
end. For some third-party solutions, Jotform even works in reverse, allowing you to
distribute forms based on a name or line item entered into other software.

In addition, Jotform’s proprietary email, report generation, and project management

solutions allow you to collaborate safely with smart features that cut down on
administrative tasks.

“I really like what Jotform has unlocked for my team. If you saw all the
submissions we have, there are a lot, so it’s been a great benefit to our
workflow.”

Daniel Blackwell, Director of Ad Operations, E.W. Scripps

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Conclusion: How no-code software boosts your productivity

The Jotform ecosystem of products, features, and integrations

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Conclusion: How no-code software boosts your productivity

Distilling innovative solutions for New Riff

New Riff Distilling, a family-owned distillery based in Newport, Kentucky, was

established in 2014. But it didn’t take the company long to make an impression
among the heavy hitting distilleries along the Kentucky Bourbon Trail.

However, with fast growth came scaling challenges for New Riff’s workflow
processes and operations. That’s where Jotform came into the picture. Aly Fossett,
Single Barrel Program director at New Riff Distilling, was looking for an easy way
to collect e-signatures through a form. But what she found with Jotform was much
more than e-signatures.

Over the next year and a half, she implemented Jotform throughout New Riff’s
internal and external processes, covering uses like event contracts, customer
pickups, sign-in forms, proxy forms, and nonprofit identification forms, to name just
a few.

In addition to using over 30 forms for a variety of information gathering, New Riff
also relies on Jotform Approvals to streamline requests for event teams and internal
departments.

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Conclusion: How no-code software boosts your productivity

“The approval flow process with Jotform is very helpful. It’s helped alleviate
a lot of confusion between departments, allowing us to get projects done
quicker. [Jotform] Approvals has really made that day-to-day work much
more efficient.”

Aly Fossett, Single Barrel Program Director, New Riff Distilling

Inspiring your imagination, today and tomorrow

Jotform is proud to be part of the no-code revolution, an ecosystem made up of hundreds of software
solutions and apps, all focused on boosting your productivity and easing your workload.

Since 2006, staying true to our users’ experience as they gather and manage digital information
has helped us grow. By using our customers’ workflow journeys and feedback as inspiration, we’ve
dedicated ourselves to providing

• An approachable and feature-rich information management solution

• Endless connectivity and automation options to power any workflow

• Industry-leading product features and automations to accommodate every need

We hope the preceding pages have helped you learn more about how Jotform can help with your
information collection, management, and collaboration needs.

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Conclusion: How no-code software boosts your productivity

There are also a variety of other ways to learn about Jotform. Explore our resources:

• Jotform User Guide: step-by-step instructions on everything Jotform

https://www.jotform.com/help/

• Jotform’s YouTube channel: tutorial videos on how to use Jotform

https://www.youtube.com/@jotform/

• Jotform blog: posts on a wide range of Jotform-related topics

https://www.jotform.com/blog/

• Jotform for Beginners, Volume 1: Get More Done with Powerful Forms
https://www.jotform.com/jotform-for-beginners/volume-1/

We’re excited to share what’s in store for the years to come!

Works cited

Gartner. Gartner magic quadrant for enterprise low-code application platforms (2022). https://www.gartner.com/en/
documents/4022825

Fleming, M. & Marden, M. IDC: The business value of low-code development and intelligent process automation with Appian
(2019). Document #US45040019. https://appian.com/learn/resources/resource-center/whitepapers/idc-business-value-of-
low-code-development-and-intelligent-process-automation.html

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