Submission data being replaced with data from another submission

Hi,

We are having a problem with one of our forms where some times data for three fields in a submission are being replaced with the data from another submission. It is happening when the submission has been edited.

https://form.jotform.com/200137220545038

Submission AJSBT0191:

Submission AJSBT0188:

AJSBT0191 after editing has name, email and phone no. from AJSBT0188.

Hi AJSonline,

Thanks for reaching out to Jotform Support. I tested the form through a clone but could not replicate the issue.

I'm sorry you're having problems with the Notification Email. I have cleared the form cache to refresh the form. Most of the time, if we remove it and then add it back, that solves the problem. Let me help you do that: 

• In Form Builder, in the orange navigation bar at the top of the page, click on Settings.
• In the menu on the left side of the page, click on Emails.
• On the right side of the Notification field, click on the Trash Can icon, and delete the existing Notification Email.

Now that we've removed the old Notification Email, we'll just add a new one. Let's do it: 

• While you're still under the Emails tab on the left side of the page in Form Builder, click on Add Email.

• Next, select Notification Email.

• Click on the Recipients tab and enter your email address in the Recipient Email field. Then, click on Save.

Can I ask how the fields are being edited? Are you referring to editing the directly on the Tables page? or are they being edited from the email received? If the issue still persists, can we ask for your permission to test the live form?

Give it a try and let us know how it goes.

Hi,

The actual form is being edited via the link on the email. We have a condition that will unhide more fields if we type 'outcome' into the comments field. It's when that has been done and the form is submitted again that the data is getting replaced with the data from the other submission.

Hi AJSonline,

Thanks for getting back to us. Can you confirm if this is happening to all the submissions that are edited? Or just the specific submission you listed above? Also, can we send a test submission on your live form that we can edit so we can do our tests?

Once we hear back from you, we can move forward with a solution.

I'm not sure if it's happening every time but I don't think so. I do know it also happened with AJSBT0180 & AJSBT0192 and AJSBT0184 & AJSBT0189 . I think the change is maybe happening when they click on edit. Because the users notice the problem when they click edit and it opens what appears to be the wrong form because the name is different to that on the email.

Yes, I'm happy for you to send a test submission to the live form.

Hi AJSonline,

Can you explain a bit about the flow of your form and when would your colleagues edit the submission? May I know also if the forms are filled in an office setting? After we hear back from you, we’ll have a better idea of what’s going on and how to help.

Hi,

Customer fills in the form initially. Once one of our team members has contacted the customer they will edit the form. Type 'outcome' into the comments field and then fill in the revealed fields. They have noticed the incorrect data once they have clicked the edit link in the original submission email. So, before they have done any editing.

Hi AJSonline,

Thanks for getting back to us. To clarify, the submiter is not the one editing the previously submitted data, is this correct? I recommend adding the team member as a collaborator on your Tables page so they can edit the form directly on the Tables page instead of using an edit link. Let me show you how:

1. On the Jotform Tables page, click on the Share button.

• 2. Click on Share Settings and select Private Table, so only people you invite will be able to see your Tables. You can also set the default role of the invitation link as Collaborator.

3. Now, use the Generated Link or the Invite by Email feature to invite people.

After being added as collaborators, the team member can edit the correct submission directly on the Tables page. You can view each changes made on the Tables revision history.

Give it a try and let us know how it goes.

Hi,

Correct, the submitter is not editing. Having people as collaborators on the table won't work for us. The reason we do it via editing the form is so that the edit gets sent out to various people. Not practical for them to be monitoring the tables to see responses to forms.

It has just happened again with AJSBT0198 having the contact information replaced with the data from AJSBT0178. With this one when the user edited the form it had the correct contact information. Then when they received the email of the edit it had the incorrect information.

Original email:

Edit email:

Hi AJSonline,

Thanks for getting back to us. I am sorry if the problem persists. I cleared your form's cache to remove the piled-up cache on your forms that could be contributing to this problem. On your end, please delete the Notification Email, and then add it back as instructed by my colleague here.

If the problem is the same, please let us know, so we can escalate it to our developers if there's a need to.

Once we hear back from you, we can move forward with a solution.