Confused with the different features

  • Profile Image
    Ross 
    Asked on August 23, 2019 at 05:28 AM

    Hello


    I am slightly confused with all your different features. Before I explain, I would like to provide contect to my situation.

    I am using forms to capture new customer trade registrations. These forms are then going to be sent to sales reps to follow up on the enquiry. The reason I chose Jotform was becasue it allowed me to covert all the submitted data into a PDF automatically. I would like to send one PDF with the full details to our accounts team and one PDF to the sales rep. However, the 2nd PDF doesn't need to include things like bank details and other sensitive data that could get lost by the sales rep so, that leads me on to my confusion below...

    After I have played with your PDF editor/creator, I think I can create a customised PDF that uses data from the one form submission...where I am getting confused is, the PDF creator, the 'My forms' list, the inbox, the reports and the form builder functions are all differnt UX designs so i'm not sure whats what and how they link. I also would like to know if my above need can easily be met.


    So I guess my quesions are:

    1. When ever I choose a feature option (PDF editor/inbox/submissions etc) does it relate to the SAME form as I chose in the 'My forms' window? (I think the answer is yes to this)

    2. Can I create different PDFs within the PDF editor that all relate to the same submitted form, allowing me to create a customised PDF for differnt stakeholders

    3. Once the custom PDF is created, I can then download but can I forward differnt PDF designs in the inbox feature? If not, what is the easist way to send a customised PDF with data from one submission.

    Thanks for any help you're able to provide.

    Ross

    Screenshot
  • Profile Image
    jherwin
    Answered on August 23, 2019 at 06:35 AM

    Thank you for contacting us, Ross.

    1.) You're right. Whenever you select a different option (submissions/inbox/pdf-editor) it will only show submissions in the form you opened or the form currently in build mode. Each form has a different submission page, you will notice in the URL because each form has a unique form ID.

    2.) You can create multiple PDF documents/templates in one form. The workaround for your requirement is to create multiple PDF documents and then attach each one to different notifications so you can send it to the intended recipient.

    Guide: How-to-Send-Email-Based-on-User-s-Answer

    How to create multiple PDF templates?

    Please check my screencast below for reference:
    1566556270multitemp.gif
    How to attach each PDF templates to different notification?

    Please check my screencast below for reference:
    1566556400attach.gif

    3.) You cannot submit a PDF through the inbox. You can only send them by notification/autoresponder once the form is submitted.

    Autoresponder and notification will be sent automatically once the form is submitted.

  • Profile Image
    rmckenzie1
    Answered on August 23, 2019 at 08:54 AM

    Thanks for your response.

    As for the PDF attachment to the email, I do not see the PDF option in the advanced options menu of the email notificaions. Any suggestions?


    Thanks

    Ross

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    omergulen
    Answered on August 23, 2019 at 09:32 AM

    When you encrypt your form submissions, the data is only visible to you when you insert your private key. In this case there are several features that you won't be able to use with encrypted forms:

    1. PDF Downloads.

    2. Reports (this includes downloading Excel and CSV files from within the Submissions Page).

    3. Emails: Email Notifications and Autoresponder (usually emailed to the form submitters).


    Also, there is a detailed guide about Encrypted forms which can help you.


    If you have further assistance please ask away.

  • Profile Image
    rmckenzie1
    Answered on August 23, 2019 at 09:37 AM

     Ah okay. Thanks!

    I have now turned off encyrption for my form, however, this has scrambled the data in the PDF creator. How to I fix the decrypt the data in the PDF viewer?

    Thanks

    Ross

  • Profile Image
    omergulen
    Answered on August 23, 2019 at 10:22 AM

    When you enable encryption in a form, and get submissions. These submissions are being saved encrypted permanently. You need to upload your private key (file named as jotform.key) to see decrypted data:

    1. Please enable encryption in Form Builder > Settings.

    1566569754Screenshot at Aug 23 17-13-43.

    2. Please go to submissions/sheets page.

    1566569771Screenshot at Aug 23 17-14-03.

    3. When you get there, the pop-up will show up and it will require you to upload your private key.

    1566569790Screenshot at Aug 23 17-14-35.

    4. After uploading your private key, you can see and download decrypted data, however in this case form will stay in encrypted mode.

    1566569820Screenshot at Aug 23 17-14-53.

    5. So you need to go back to Form Builder > Settings and disable encryption after viewing/downloading your data. When you disable encryption mode, your data will be shown encrypted in submissions/sheets page, again.

    1566569841Screenshot at Aug 23 17-15-19.

    1566569854Screenshot at Aug 23 17-15-32.

    If you need further assistance, please ask away.

  • Profile Image
    rmckenzie1
    Answered on August 23, 2019 at 10:25 AM

    Surely if I turn of encryption, I should be able to use the form and data normally. Why is it permanently encrypted.


    Also, off topic, in your above example you have 'sheets' instead of submissions. How do I get that newer window please?

    Thanks

    Ross

  • Profile Image
    Richie_P
    Answered on August 23, 2019 at 11:15 AM

    Surely if I turn of encryption, I should be able to use the form and data normally. Why is it permanently encrypted.

    Unfortunately, you cannot view the submission data of the forms that are encrypted if you turn off the form encryption.

    You would have to use the private key given when you turn on encryption.

    When you enable form encryption, the submission data is encrypted and using the private key is the only way to view the data.

    You may check this link for more information:https://www.jotform.com/help/344-Encrypted-Forms-and-How-to-Use-Them

    Regarding your sheet question, I have moved it to a new thread to assist you better.

    Kindly follow this link:https://www.jotform.com/answers/1938061