Fill hidden fields and send email alerts in edit mode

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    Peter Venters
    Asked on August 28, 2019 at 02:48 PM

    Hi. We're looking at Jotform as an option for a client to use for a simple workflow system managing competition entries.

    A query we have is whether there is a way to use a hidden field in the submitted entry forms to mark multiple entries as approved in the "Sheets" view of submissions, and so automatically initiate a response email to these entries?

    Thanks in advance for your help

    Pete

  • Profile Image
    Nik_C
    Answered on August 28, 2019 at 03:29 PM

    You can have hidden fields in the form that will show in the submission sheet, also you can use conditional logic to send emails based on those fields: https://www.jotform.com/help/167-How-to-Send-Email-Based-on-User-s-Answer

    But how do you plan to fill those hidden fields? Conditionally or to be prefilled with data?

    We'll wait for your response.

    Thank you!


  • Profile Image
    OSKRace
    Answered on August 28, 2019 at 05:33 PM

     Hi Nik,

    Thanks for the reply.

    The intention would be to complete the hidden fields (for example "Approved: Yes or No") after initial form submission, from the "Sheets" view of the form submissions. So my question is really whether sending emails can be triggered by changing values in forms after submission, or whether the only way is to change the values and then individually resubmit each form to retrigger the email logic?

    Thanks again

    Pete

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    Mike_G
    Answered on August 28, 2019 at 06:39 PM

    Since fields that are (manually) hidden on the form are shown on the submissions page/submission sheets edit mode, you can update the "Approved" field in your form by editing the submissions.

    The instructions on how you can edit a submission on the submissions page are found in this guide — How-to-Edit-Submissions-Made-on-Your-Forms

    As for editing a submission on the submission sheets, please refer to the screenshot below.

    1567031619zt18_31_48.png

    Now, to make sure the email alerts (notification and/or autoresponder) in your form is triggered when the form is submitted in edit mode, please make sure that the "Send on Edit" option of the email alerts are enabled from their settings.

    1567031947zt18_37_18.png

    1567031933zt18_36_28.png

    I hope this helps. Feel free to contact us again anytime if you have other questions or concerns.