Build and publish your Job Approval form
The Job Approval Form tab controls the questions customers answer from Job Approval outreach. Find it at Settings -> Automations -> Job Approval Form. It appears for any user who can manage Automated Outreach settings.
Every business starts on Essential's shared platform default. Essential can improve that default over time, and businesses that have not published a custom form receive those improvements automatically.
The form graph is organized into three placements:
Before properties runs once before the customer reviews properties.
Repeated per property is one repeated region that runs for every property. Each property path must include exactly one Approval decision and finish at Property complete.
After properties runs once after every property is complete and finishes at Submit.
Each placement contains named steps, and each step contains blocks. The graph opens in All steps so the complete form stays visible; Previous and Next are disabled in this view. Use Focus first step to begin at the start, then Previous and Next to step between individual steps, or View all to return to the full-graph view. Use Add step to choose a placement, select a step, and then use Add block. Connect block paths in the graph to control the customer order. The editor offers only block types and route targets valid for that placement. Outlined system-flow markers show where the journey begins, repeats for each property, continues after all properties, and ends. Dashed paths connect those markers to customer-facing blocks.
Select a block to edit its customer-facing content, options, semantic answer binding, or routes. Each customer-visible content region has one rich-text editor; headings are formatting within that editor, not separate fields. Use it for paragraphs, headings, lists, emphasis, links, and supported variables. Add separate content only for a Callout or generated content such as a property list. Property Access uses Confirm access and Update access tabs because those are mutually exclusive customer states. Select Settings to choose each phase entry and edit the After submission message. Use the Standard and When a property is declined tabs to edit those mutually exclusive outcomes; add Declined properties to the declined variant to show the affected addresses. Each tab previews only its selected outcome.
The shared platform default keeps the existing customer experience and starts with the approval question. Add a Covered work block when you want the form to show the asset groups and services frozen into the request. Choose Cards to group services under each asset group or Compact list for one flat list. Advanced can replace either built-in appearance with a custom row using the listed variables.
The Billing destination block can require an email address or accept flexible text such as a portal or mailing destination. Turn Collect billing instructions on only when customers should also provide separate invoicing instructions.
Templates contains healthy starting points such as Quick approval and Approval with billing. Using a template replaces the local editable draft only. Review it and choose Save draft when you want to persist it; selecting a template never publishes or activates a form.
Use Save draft while you work. Changes remain local until you explicitly save, and the page warns you before leaving with unsaved changes. Saving a draft does not opt your business out of platform-default improvements, and a draft never changes a form that has already been sent. Preview walks the draft as a customer would see it. Validation lists missing or invalid paths and takes you to the affected block or form setting; fix those issues before publishing.
Choose Publish when the draft is ready. Publishing creates an immutable custom version and activates it for future Job Approval outreach. Your custom version then takes precedence over the platform default. Published history lets you activate an older custom version, restore one into a new draft, or choose Use platform default to receive Essential's current and future default improvements again. Forms already sent stay pinned to the exact version they were sent with.
Opening a form link while signed in to Essential opens the live form with its normal actions. Viewing it or entering answers does not lock an unsent form to that version. Using Organize these details or submitting a response pins the form and uses the normal live response flow. Submitted responses are real. A form already pinned keeps its existing version. Customer visits, including customers signed in to the customer portal, continue to lock the form to the version they receive.
If your Essential session expires, sign in again to continue to the form.
The Property access synchronization card is separate from the form graph. When enabled, an accepted customer correction can update the property's access information after the configured safety checks; turning it off leaves the customer's response on the resulting task without changing the property.
Where to find it: Settings -> Automations -> Job Approval Form tab
Related guides
Last updated
Was this helpful?