How to have a field selected on a form to avoid multiple forms?

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    ICFforms
    Asked on March 24, 2017 at 10:21 AM

    Hello,

    We are thinking about creating a form to help us audit our applications.  One form that would be sent out may have 'John Smith' as the coaches name while another might have "Mary Rogers" as the coach name.  The coach name will more than likely be different for each form that we send out.  However, we want to use one form to do this and have all of the submissions go to the same place so staff is not creating and receiving submissions for hundreds of individual forms.  Is there a way to do this?

     

    Thank you!

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    Kiran
    Answered on March 24, 2017 at 01:26 PM

    I am not sure if I understand your query correctly. Do you mean to have the names of the coaches in the same form as a list or pre-filled in a text box while sending it to the users? If so, you may consider adding a text field and pre-fill the field to send the form URL to the user. Please refer to the guide below that can help you with prepopulating the fields on the form.

    https://www.jotform.com/help/71-Prepopulating-Fields-to-Your-JotForm-via-URL-Parameters

    Hope this information helps! Let us know if you are referring something different. We will be happy to assist. 

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    ICFforms
    Answered on March 24, 2017 at 01:58 PM

    Hello,

    We would be creating the same form titled something like "Audit".  We would then send this form to a number of people that received life coaching from our ICF coaches.  I want to do something similar to what you have suggested but not exactly.  Not all of the people that we will be sending this form to would have received life coaching from the same coach, so we do not want to pre-populate one name.  We would want to populate the name that is related to the coach that they received coaching from.

     

    I know that I could create a bunch of one-off forms to do this, but I was wondering if there was a way that we could do this on one form and have all of the submission go to the same place.

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    Kiran
    Answered on March 24, 2017 at 03:38 PM

    Ok. Could you let us know how do you want to send the form URLs to your users? Do you have a list of users along with the names of the coaches in an Excel sheet? Or is the name of the coach is selected from a form or similar? If you have already worked on a form, please provide us with the form URL so that we can take a look.

    Please provide us with more information so that we can assist you further. We will wait for your response. Thank you! 

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    ICFforms
    Answered on March 27, 2017 at 08:58 AM

    Hello,

    This is a brand new project and we have not created anything yet.  Ideally, we would get the information from a document that is submitted on one of our other forms so it will more than likely be within an excel document.  I will not be a form that is only sent once either.

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    Kiran
    Answered on March 27, 2017 at 10:38 AM

    If the data is available in an Excel sheet, you may consider generating the form URLs with the prefilled data as shown in the screencast below:

    Please note that the coachname is the field name of the Coach name in the form. Once you have all the links in the Excel sheet, you may send them to the users using Mail merge.

    https://support.office.com/en-us/article/Use-mail-merge-to-create-and-send-bulk-mail-labels-and-envelopes-f488ed5b-b849-4c11-9cff-932c49474705

    Hope this information helps! Let us know if you are referring something different. We will be happy to help. 

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    ICFforms
    Answered on March 28, 2017 at 10:24 AM

    That's great!  So, if we do what you did within the screencast, is there anything that we would need to do with the form itself so that the name populates on the form (like in the last portion of your share)? OR would it automatically do this due to the link?

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    Kiran
    Answered on March 28, 2017 at 11:31 AM

    Since the data is already filled for the field in the URL parameter, it should be prefilled on the form automatically when the link is opened and there are no changes required to be done.

    Let us know if you need any further assistance. We will be happy to assist.