One form for all, but individual PDF mails

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    Asked on June 17, 2020 at 06:24 AM


    We have numerous forms that each of our staff members (recruitment consultants) interacts with. At present, I'm creating multiple forms for individual employees because whoever fills out the form is the only person who needs a PDF copy emailed to them. 

    Is there any way to just have one version of a form, and whoever fills it out receives a copy as a PDF attachment? 

    I realise I can have one version that gets mailed to everyone, but that's not ideal.



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    Answered on June 17, 2020 at 07:15 AM

    Hi Adele,

    Happy to help you today,

    Please accept my apologies but we will need more details. In your question, you said "Is there any way to just have one version of a form" and in the next line you mentioned, "I can have one version that gets mailed to everyone, but that's not ideal." 

    Do you mean that each employee needs to fill different fields that is why a form showing same fields to all employees is not ideal?

    Will appreciate it if you can elaborate your query so we can assist you accordingly.

    Looking forward to your reply.


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    Answered on June 17, 2020 at 08:28 AM
    The form is the same for everyone – it’s what happens with the form when it’s processed. Probably best just to explain with an example:
    All members of staff use the candidate qualification form. Today, Chloe is qualifying a candidate, so she brings up the form, BUT and only she needs to receive the report as a PDF to her email as it’s her candidate.
    The only way I’ve found to do this is to create a candidate qualification form for each member of staff so they have a specific URL and I can specify when they fill it out, they get the PDF report on email. What would be best though, would be that there’s one form for all the staff, but there’s a selection, or email fill box to say who gets the email.
    Sorry I can’t explain it better than this.
    Adele Fox | Head of Marketing
    M: +44 (0) 7989 691 486
    UK: +44 (0) 117 203 4444
    US: +1 202 381 9944
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    Answered on June 17, 2020 at 09:20 AM

    That is totally possible. By default, when you create a form, you'll have one notification email which by default is sent to your Jotform email address.

    As I can see you are simply using the notification email and editing the recipient.

    On the other hand, if you add an email field on your form, the system actually by default generates an autoresponder email that will be sent to the email address supplied on that email field.

    I assume the original form didn't have an autoresponder email and you simply cloned the form, hence no autoresponder email is also created even if you already have an email field.

    Kindly create an autoresponder email and try it out. Let us know if you need further assistance.