Form calculation, sharing submissions and coditional email

  • Profile Image
    dan_movie
    Asked on August 12, 2020 at 08:06 PM

    Hi,

    A few questions....but 1st what I am trying to achieve.

    I want to create a Covid daily screening form.

    1- I would like to have a calculated field (a flag) that is "on" as soon as one of the questions is answered yes. The idea for the flag is to be able to use it to filter / sort the submissions and have those at the top of the submission list view.

    2- I would like to have my safety supervisor access the submissions list page so the person can see what is sent BUT I would rather not give the person my password and full account access. Is there a way thru the "assignee system" to achieve that.

    3- I would also like to be able to have the form send an "alert" email to the safety supervisor on specific conditions but I think I saw that on the form builder. I will explore more.

    Thanks for the help.  

  • Profile Image
    Vanessa_T
    Answered on August 13, 2020 at 01:43 AM

    1. You can assign calculation values to each Yes/No question then add a Form Calculation widget to calculate the total.

    How-to-Assign-Calculation-Value

    How-to-Perform-Form-Calculation-Using-a-Widget

    2. To share submissions page, please see this guide:

    How-to-Share-Form-s-Submissions-Page

    3. To send conditional emails, please create the notification email first, then create a condition to trigger the email.

    Setting-up-Email-Notifications

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

  • Profile Image
    dan_movie
    Answered on August 13, 2020 at 08:45 AM

    Thank you for such a speedy response !  And great tips.

    In the sharing of the submissions page, is there a way to allow the people I share with to access the "filtering" properties that are available in the gear icon - namely the date / date range ?

    I What I am trying to do is sort of like a google form that is linked to a spreadsheet. Entries are added to the Excel sheet on every submission and the people looking at the sheet can sort & filter almost like any regular spreadsheet.

    For my Covid form the only filtering I really need is date / date range, just so I can review daily forms that come in on a specific date. Or for contact racing review forms on in a period of time to see who was working with whom.

    Thanks,
    Dan

  • Profile Image
    BJoanna
    Answered on August 13, 2020 at 10:07 AM

    Unfortunately, the "filtering" properties are not available on the shared submissions page. 

    Please note that our forms can also be integrated with Google Sheet.

    How to Integrate Forms with Google Sheets

    You can also create and share reports:

    How to Create Form Reports in Jotform

  • Profile Image
    dan_movie
    Answered on August 13, 2020 at 10:14 AM

    Thank you, I will look into Google Sheets.

    Do I understand correctly that if I create and share a report (even an Excel one) it is a static representation of the data received at the moment I create the report and not a "live" report that will auto-update as new submissions are received ?

  • Profile Image
    BJoanna
    Answered on August 13, 2020 at 11:28 AM

    The reports will be automatically updated when you receive new submissions. If you are using the Excel or CSV report, the user will have to download the report again when a new submission is received.