Can a person have editing access to a table, but only the data that they entered?

  • Profile Image
    Asked on December 24, 2020 at 01:21 PM


    There are 10 contractors on my team that submit the same reports each year. We would like to keep the information confidential, so that one contractor can't see the data from the other contractor. We want to give the contractors the ability to enter data via Tables and Forms, based on their preference. Each needs to enter multiple rows of data in Tables, i.e. multiple submissions in Forms. (Using the names from my table, each contractor reports on the school districts in their region, and the schools within those school districts. Each row is a different school.) We also want the contractors to be able to edit the data after they've sent it. I'd like to have everyone's data in one table so that I can run summaries off all of their data. The URL I provide shows the table I want, with two contractors' data already entered.

    There are two ways I think this could work, but I'm not sure if they are possible in JotForm.

    1. Create one table and give each contractor viewing/editing access. Limit their viewing/editing access only to the data that they entered, or some data that I pre-populate that is specific to each contractor (school names & school districts).
    2. Create a separate form/table for each contractor. The data from each table is automatically fed into a master table. The columns in the contractor forms and the master forms would be identical. From what I understand, this is different from Table Connections. I don't want to connect the tables, i.e. adding columns from one table to another. I want to append the tables, i.e. adding rows from one table to another. Is this possible?

    Thank you for your help!


  • Profile Image
    Answered on December 24, 2020 at 02:13 PM

    Hello, Kori!

    Thank you for reaching us.

    You can create a private form for each contractor with private access to it. And then create a center depository for you and merge the data.

    I have provided you with the answer of my colleague Hestia, if you need to look at original thread, I put a link on a thread at the end.

    Combine data from multiple forms:

    To be able to demonstrate the answer to your questions I have created two example forms (Form1 & Form2) including Name, E-mail, and Phone Number data from submitters. Please see the screenshot below:


    To combine data from multiple forms you can use the app from the link --> Combine Submissions Application

    Please see the screencast and follow the steps below to combine your data:

    1. Click the link above to open the "Combine Submissions App".
    2. Click "Open App" from the top right of the pop-up screen.
    3. On the page opened, click the "Start Combining" button.
    4. From the form list on the right, choose the forms that you want to combine data from.
    5. And from the window on the right select the data you want from each form. Then click the green "Generate CSV file" button. You will see a blue statement under the "Generate CVS file" button that says "yourusername_numbers.csv file generated"click that statement and the file will be downloaded to your computer. Now in my example Form1 and Form2 data gathered in this CSV file.


    To create your center depository with the data from the CVS file, you can use Jotform Tables. Please follow the steps below and see the screencast:

    1. Open "My Tables" page.""
    2. From the top of the page click the "Create Table" button.
    3. On the opening "Create A New Table" page, choose the "Import Data" option.
    4. On the "Import Data" page, click the "UPLOAD YOUR FILE" window and select the CSV file you created and downloaded to your computer, on our combined data step.
    5. Now you have created a Jotform Table that includes data from all your desired forms.
    6. To create your DASHBOARD, on your created table's page; click the "Tables" section right next to the Jotform icon on the top of the page. And select "Report Builder". Write a name for your report and choose a report type. Now you can see all data combined in one report.


    Alternative way's Guide:

    How to Get Data From Other Forms in Jotform Tables

    I hope it works for you.

    If you have further questions - feel free to ask.

    Have a nice day!


    Answer to your question was forwarded from my colleague Hestia's reply: