What's the best way to manage data after it's been submitted?

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    Asked on January 03, 2011 at 10:06 PM

    We are using Google Docs forms to have artists submit their work to us for events in multiple cities.  We have 100's of submissions in a variety of disciplines (music, sculpture, dance, etc.) and 3 cities.

    Once the submissions are in we have LOTS of post-processing work to do.  We have to decide which artists we accept and mark them in the form as accepted/denied/pending, then mark off where they will be placed in each city, and mark off whether or not they have signed off on various forms, etc.  

    So there is lots of going back into each submission, often by multiple people who have talked to the artists, and adding in info that wasn't in the original submission.

    Google Docs is really not the right tool for collecting the data up front but is very good for manipulating the data and adding more info once the submissions are in.  Also, we have built custom web info and iphone apps based on the Google Docs API.

    I want to switch to Jotforms because the initial data-gathering is so much better than the Google Docs forms.  But although it's great for collecting the initial submissions it seems really hard to manipulate the submissions after they are in the system.  For instance, how can I quickly go through 100 submissions and mark them Accepted/Declined?  How can I go into each submission and add info about where the artists will be placed at each event?  All I can do is export info into an excel spreadsheet and work with it there by adding new columns, but this doesn't help us as we are constantly getting new submissions and would need to keep exporting new spreadsheets and adding the columns over and over again.

    So what's the best way to do what I want?  Is there a way to automatically have submissions appear in a Google Docs spreadsheet (maybe via RSS feed parsing?)  Is there a way to have a separate form for our staff to open the submissions and easily add in the missing info into hidden fields that the artists can't see when they submit?

    The ideal scenario is to have us able to manage the submissions entirely in jotforms by adding in more info easily in some second visit by staff to the submissions, and then spool out the data continuously to a set of Google Docs spreadsheets so that our web team can pull the info from Google Docs for custom built website and iphone apps that run off the Google API.

    Is there any way to make all this work?  Or am I stuck with Google Docs?  



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    Answered on September 08, 2011 at 12:11 PM

    Other form builders allow integration with Google Docs.  I would rather stick with Jotform but unfortuntely cannot wait any longer for this to be implemented.  Disappointing.

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    Answered on September 08, 2011 at 04:00 PM


    Sadly we do not have Google Docs integration as of yet. Should it get implemented though, we will make a big announcement complete with ballons and parades (kidding).

    As for your question, basically, you have two options:


    Insert hidden boxes (field) in your form

    Give your staff access to your account so they can edit the hidden field value in your form's submissions page



    If you don't feel like sharing your account information to your staff, here's an alternative:

    Insert a textbox to your form which will act as a password field. Insert a text box or a drop down for the form's status (pending/accepted/denied)

    Set up conditions that will show the status text box or drop down only if the correct "passkey" is entered in the password text box.

    Insert edit links in the form's notification e-mails sent to your staff.

    After a submission is received, your staff will edit the entry using the edit link, enter the correct passkey so that the status drop down is revealed, chooses the appropriate option then saves the changes.


    If you need assistance with these solutions, please let us know.


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    Answered on September 16, 2011 at 02:37 AM
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    Answered on September 16, 2011 at 04:02 PM


    Sorry, but for some reason your message did not appear properly in the online forum. Kindly repost it using the link below so that we can assist you further:



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    Answered on September 18, 2011 at 11:20 PM

    I have a method that appears to work to automatically post data to google spreadsheets.  Please see my post at:


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    Answered on September 19, 2011 at 01:43 AM

    Hi Eric,

    The solution you've provided from the mentioned thread was great. Thank you for sharing it with us. We are pretty sure many would be benefited from it.

    Cheers! :)


    Albert  JotForm Support  

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    Answered on May 07, 2012 at 01:04 PM


    UPDATE: We have now released integration with Google Docs:


    You can get your submissions directly in a Google Docs Spreadsheet. Please give it a try and if you have any further comments or suggestions, post it on the blog post comments.