File Upload: Updated uploaded files are not received when a submission is edited

Sometimes the files resubmitted by students cannot overwrite existing files, and administrators cannot download the latest uploaded files in the backend.

Hi secethics,

When you say that the students are not able to overwrite existing files, are you referring to removing an uploaded file to the File Upload field and uploading a new one? When I cloned and tested your form, I couldn't seem to submit it due to the access code conditions in your form. Can you share with us how your form works exactly, and what happens when your students overwrites the files uploaded?

Are they unable to submit the form due to form conditions, or is the file upload error indicating an error? Could you share with us more information including any related screenshot of the error and console log reports as this will help us investigate what's happening further?

After we hear back from you, we’ll have a better idea of what’s going on and how to help.

hi

Thank you for your reply!

In fact, the problem was very simple. When students submitted application forms through jotform, after we reviewed them, we found that they needed to modify their forms. Therefore we would make a re-sumbit request. When they tried to upload the file second time, the file downloaded by our administrator was still the last uploaded file, not the second time uploaded files.There is no prompt during the upload process that the file cannot be overwritten.

Thanks

Eunice

Hi Eunice,

Thanks getting back to us. I understand now that the issue is when the submission is edited by the students, the file that the administrators download is still the original file. When I created a new form and tested the edit link function, the updated file sent to the File Upload field was saved in the Jotform tables, and on the Notification Email I received.

I see in your form that you have multiple email conditions. When you say that the admins are receiving the original file instead of the updated one, can you clarify how are they receiving this? Are they clicking on the link sent to their email? The Autoresponder Alert that's sent to Admin is only sent when the Approval status is set to Submitted.

If at the time the submission was edited, and the Approval Status field in your form is not set to "Submitted", the autoresponder email for editing the submission may not come to the admin. Could you share with us a submission ID where this issue occurred and the email address of the admin? This will allow us to look into this further and see what's happening.

Once we hear back from you, we'll be able to help you with this.

Dear Raymond,

Thanks for your reply.

After the student resubmitted the form for the second time, we would receive an email reminder to remind us that the student has uploaded the form again. But when we downloaded it, we found that there were no changes. Then we would sent an email to the student to ask why no modifications were made. The student’s reply was that she had already modified it and uploaded it again. Because this happened several times.

Therefore, we suspected that the form the student uploaded the second time could not automatically overwrite the file she uploaded the first time.

Thanks.

Eunice

Hi Eunice,

Thanks for getting back to us with these details. I did a clone of your form to test the approval process. I updated, as the respondent, the submission by uploading a new file and, while going back to the form via the edit link shared in the email after Re-submission required branch in the approval flow, the form has been updated as expected

Nevertheless, note that when a file has been uploaded previously, this is not possible to remove it, but only to add new files when editing the form.

Can you confirm that this is the issue your are inquiring for?

Once we hear back from you, we'll be able to investigate further.

Dear Sir,

Thank you for your reply!

But this situation happens by chance, that is, the situation where the uploaded file cannot overwrite the previous file as I mentioned earlier happens by chance.

So it's not clear why it happened by accident.

Thanks.

Eunice

Hi Eunice,

Thanks for getting back to us. Do you mean that the issue does not occur every time? When a form is being edited, the files already uploaded to the File Upload field can be removed, then a new one will be uploaded. Please check out the screencast below showing that:

Now, the email alert received will be updated accordingly.

I cleared your form's cache which should help. If the same thing happens again, kindly let us know the affected submission ID, and the device details of the editor so we can try and replicate the issue form our end.

Reach out again if you need any help.

Dear Raymond,

Thanks for your prompt reply.

I am trying to copy your screen-cast to edit the form however I couldn't find the page. I want to clarify do I still need to do this step?

Thanks for clearing our cache.

Eunice

Hi Eunice,

Thanks for getting back to us. I shared a screencast to show that it's possible to remove the previous file uploaded, and upload a new file. Also, it's possible to not delete the old file, and just upload a new one. If the issue persists again, let us know with the submission details and we'll do more testing to see what's going on further.

Reach out again if you need any help.

Dear Sir,

I need to change the DRDC Email address of the form: (https://form.jotform.com/202394112836452)

I editted the form and then change the email address. And, the original address was wanglca@eduhk.hk. However, the submission notification of the student was still to be sent to the original email address instead of the new one.

How can I solve this problem?

Many thanks.

best regard

Eunice

Hi Eunice,

Thanks for getting back to us. I checked your form and see that the email address for the DRDC email field has already been updated to cheny@eduhk.hk. In order to see what's happening further, can you share with us the submission ID where the email was sent to the old address? This will help us track the submission, see the conditions it went through, and what changes must be made to solve the issue. If you can make a new test submission, that will also allow us to make more accurate tests.

After we hear back from you, we'll be able to help you further.

Dear Raymond,

Thanks for your prompt reply to me.

May I know how to access the submission ID in the form? However, it should be noted that this submission ID is resubmit. When she submitted for the first time, we used the original email adress. This may be the reason.

Thanks.

best regard

Eunice

Hi Eunice,

Thanks for reaching back to us. We have this guide on how to locate the submission ID. Also, can you give us permission to do a test submission on the form and let's see if we'll get the autoresponder email on the same email address when the submission is edited?

Once we hear back from you, we can help you better.

Hi Eunice,

I moved your other question to a new thread and helped you with that here.

Reach out again if you need any help.