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  • Profile Image

    How to limit the authority for downloading the submissions?

    Asked by portoakland on November 07, 2013 at 01:10 PM

    Hi,

    Can jotform limit the users authority to download files which they submit before?

    Is that possible to show the users in the email which file name they submit, but they can't use the link to download it back?? In case of anyone can download the file if they have the link?

    Page URL:
    http://www.jotform.us/portoakland/hvsc

    Submissions JotForm email name
  • Profile Image
    JotForm Support

    Answered by guilledutra on November 07, 2013 at 02:59 PM

    Hi,

    it is possible to show only the uploaded file name by modifying the upload field placeholder at your email's notification editor.

    For example:

    I can see that the placeholder format of your  form's first upload field is: 

    {01_generatorGenerator}

    You can only show the file name by appending  "FILENAME:" before the field name like this:

    {FILENAME:01_generatorGenerator}

     

    Hope it helps

    please let us know if you need further assistance

    Thanks

  • Profile Image

    Answered by portoakaland on November 08, 2013 at 12:08 PM
    Thank you for the response.
    I followed your instructions, and the problem is now that the submitted
    "file name" is showing in the Email Notification when the document is
    submitted.
    Please help.
  • Profile Image
    JotForm Support

    Answered by ardy0689 on November 08, 2013 at 12:40 PM

    Thanks for replying.

    I am having trouble identifying what you are trying to achieve.

    If you meant by limiting the user's authority to download the file and just show the file name like this when they receive the email?

    If so, then this can only be achieved by doing the suggestion provided by my colleague.

    Or, do you want your users to receive the email and can download the file like this?

     

    Or do you want to prevent your users seeing the file name and erasing it from the notification they received?

    Please let us know so we can better understand your goal. We will wait for your reply. Thank you

  • Profile Image

    Answered by portoakaland on November 08, 2013 at 12:52 PM
    Thank you for clarifying my question. The first example is what I want in
    my Email Notification
    I meant to limit the user's authority to download the file and just show
    the file name like this when they receive the email.
    .
    Please show me how to do it.
    Please help
  • Profile Image
    JotForm Support

    Answered by ardy0689 on November 08, 2013 at 01:29 PM

    Thanks for replying back.

    You can apply what my colleague has suggested to you. Do you want it to apply from your Autoresponder templates(will be sent to the user who fills up the form)?

     

    Only your Notification 6 is currently configured to have a "download link". The rest are currently configured with no link.

    To make it easy for you, you may choose either the 2 groups for you to place them on whatever template you wish.

    With Link
    {01_generatorGenerator}
    {02_one_lineElectrical}
    {03_three_lineElectrical}
    {04_protective_devicesMake}
    {05_protective_settingsProposed}
    {06_safety_circuitSafety}
    {07_operation_controlShips}
    {08_test_reportsShips}
    {09_hvsc_locationLocations}
    {10_proceduresShip}

    Without link
    {FILENAME:01_generatorGenerator}
    {FILENAME:02_one_lineElectrical}
    {FILENAME:03_three_lineElectrical}
    {FILENAME:04_protective_devicesMake}
    {FILENAME:05_protective_settingsProposed}
    {FILENAME:06_safety_circuitSafety}
    {FILENAME:07_operation_controlShips}
    {FILENAME:08_test_reportsShips}
    {FILENAME:09_hvsc_locationLocations}
    {FILENAME:10_proceduresShip}
    {FILENAME:11_contact_infoContact}

     

    Please let us know if you are still having trouble adjusting your email alerts. Thank you

  • Profile Image

    Answered by portoakaland on November 08, 2013 at 01:48 PM
    No it did not work. The Email notifications for 3, 4 & 5 looks Blank (no
    name at all) below:
    http://submit.jotform.us/form.php?formID=33017291469153&sid=249740527091686207&mode=edit
    Official Vessel Name
    Email Notification Test
    Vessel Owner/Operator
    adfadf
    Vessel IMO Number
    74564534
    Port-of-Call Terminal in Oakland
    fdjshf
    Estimated Commissioning date in Oakland
    11-08-2013
    Name of Representative
    dfdsf
    Title
    E-mail
    kyan@portoakland.com
    Phone Number
    235645
    01_Generator: Generator specification sheet for the largest and smallest
    generator which will parallel with on-shore grid
    02_One_Line: Electrical One-Line diagram of on board HVSC (High Voltage
    Shore Connection) equipment
    03_Three_Line: Electrical Three-line diagram of on board HVSC equipment
    04_Protective_Devices: Make & model of all protective devices associated
    with the HVSC equipment (using ANSI Standard Device Numbers for key
    components)
    05_Protective_Settings: Proposed settings of all protective devices
    associated with the HVSC equipment, must include synchronizing
    relay/controller with settings (+/- 10% voltage, +/- 10 degree phase angle
    and 0.1 Hz or less of slip frequency)
    06_Safety_Circuit: Safety Circuit Pilot Loop wire control schematic
    diagrams, physical pin assignment diagrams with wiring identifications,
    cable plug orientations and pilot pin locations
    07_Operation_Control: Ships HVSC sequence of operation control flow
    diagrams
    08_Test_Reports: Ships HVSC equipment acceptance test reports (i.e.: 3rd
    party independent testing agency certifications, Ships HVSC systems
    register /classification certificate of quality assurance or etc.)
    09_HVSC_Location: Location(s) of the HVSC cable plugs on the ship (i.e.
    starboard or port side and at the house or at the stern, distance from
    bow/stern)
    10_Procedures: Ship Engineer's operations standards for HVSC
    connection/disconnection procedures
    11_Contact_Info: Contact information for Shipboard HVSC Commissioning
    Engineers and technical support personnel
    Email system is Outlook. Please help.
  • Profile Image
    JotForm Support

    Answered by ardy0689 on November 08, 2013 at 03:15 PM

    Thank you for posting your reply.

    I did successfully replicated the issue you are having. Even in my own cloned form it is coming up blank on "Notification" and "Notification 3, 4 and 5".

    However, I figured what went wrong. I just replaced everything and pasted them again. Somehow the formatting and font size interfered with the function.

    I have now replaced and pasted it to all the notifcations and autoresponders on your form except Notification 6. Please retest and see if they are now showing.

    Please let us know how it turns out.Thanks

  • Profile Image

    Answered by portoakaland on November 08, 2013 at 03:47 PM
    Again, Thank you for doing something, but it is still a little wired, as
    you can see it added a few numbers in front of the submitted document, Can
    you see the numbers 14, 17, 18 & 19? My document does not have those
    numbers on them.
    http://submit.jotform.us/form.php?formID=33017291469153&sid=249752640091909150&mode=edit
    Official Vessel Name
    skafkl
    Vessel Owner/Operator
    asdfasdf
    Vessel IMO Number
    4567564
    Port-of-Call Terminal in Oakland
    dsafd
    Estimated Commissioning date in Oakland
    11-08-2013
    Name of Representative
    fadsfsd
    Title
    E-mail
    koryan@gmail.com
    Phone Number
    9253237597
    Generator specification sheet for the largest and smallest generator which
    will parallel with on-shore grid
    Double loop at G236.pdf
    Electrical One-Line diagram of on board HVSC (High Voltage Shore
    Connection) equipment
    19_Double loop at G236.pdf
    Electrical Three-line diagram of on board HVSC equipment
    18_Double loop at G236.pdf
    Make & model of all protective devices associated with the HVSC equipment
    (using ANSI Standard Device Numbers for key components)
    17_Double loop at G236.pdf
    Proposed settings of all protective devices associated with the HVSC
    equipment, must include synchronizing relay/controller with settings (+/-
    10% voltage, +/- 10 degree phase angle and 0.1 Hz or less of slip frequency)
    Safety Circuit Pilot Loop wire control schematic diagrams, physical pin
    assignment diagrams with wiring identifications, cable plug orientations
    and pilot pin locations
    Ships HVSC sequence of operation control flow diagrams
    Ships HVSC equipment acceptance test reports (i.e.: 3rd party independent
    testing agency certifications, Ships HVSC systems register
    /classification certificate of quality assurance or etc.)
    14_Double loop at G236.pdf
    Location(s) of the HVSC cable plugs on the ship (i.e. starboard or port
    side and at the house or at the stern, distance from bow/stern)
    Ship Engineer's operations standards for HVSC connection/disconnection
    procedures
    Contact information for Shipboard HVSC Commissioning Engineers and
    technical support personnel
  • Profile Image
    JotForm Support

    Answered by ardy0689 on November 08, 2013 at 04:33 PM

    Thanks for confirming that it is now working on your end.

    The numbers on the front of your file are normal. I have some of them too from my own submission on my cloned form

     

    Some of them do not have it. This is due to the fact that when you upload with exact file name, our server adds a prefix number on them so your file will always be uploaded uniquely and will not overwrite the similar file that are already stored on our servers.

    That will be problematic if 2 users of your form and unknowingly submitted an exact filename then the other one overwrites the file of the other. This is implemented to safe guard from that kind of situation.

     

    Please let us know if you need further assistance. Thank you

  • Profile Image

    Answered by portoakaland on November 08, 2013 at 07:18 PM
    Thank you very much again. I understand that if I uploaded the same file
    name multiple times, system will automatically add a number in front of the
    file-name. My question now is that is it true that it only happen for when
    the same file name are submitted multiple times in the same submission, it
    will not happen when the same file name are submitted in a separate
    submission.
    More Question, so how did you fix it again, you mentioned you "cut and
    paste" the text in the field back. Can you show me some screen shots?
    Look at my Notification 6 (which I am trying to do -with shorter text on
    the right column) is still showing blanks (no file name)
    Please help.
  • Profile Image
    JotForm Support

    Answered by EltonCris on November 08, 2013 at 09:27 PM

    @portoakaland

    My question now is that is it true that it only happen for when the same file name are submitted multiple times in the same submission, it will not happen when the same file name are submitted in a separate submission.

    You are definitely right about that! Files with the same name are automatically prefixed or affixed with numbers when they're uploaded and submitted on the same submission. Since they are submitted on the same submission, they will have the same submissions IDs, so in order not to overwrite the files from one another, a prefixed number is added on the file name just like what my colleague has mentioned. However, if files with the same file name are submitted in a separate submission, they will not be prefixed with any numbers and the names are preserved since they both have different submission IDs so they will never ever cross each other.

    Example, same submission, numbers are added on the file name.

    /uploads/username/33113970638859/249771855242253056/news.png

    /uploads/username/33113970638859/249771855242253056/news75.png

    Example, separate submissions, the same file names.

    /uploads/username/33113970638859/567341855242253458/news.png

    /uploads/username/33113970638859/112371855212543698/news.png

    ----------------

    I checked your notification 6 and everything was configured correctly.

    Basically, you will just insert the FILENAME: tag on the field variable. E.g. from {imageupload} to {FILENAME:imageupload}

    If you have further questions, do let us know here. Thanks!

  • Profile Image

    Answered by portoakaland on November 08, 2013 at 09:38 PM
    My Notification 6 is still showing "blank, someone fixed the other
    notifications for me, but when I do it on Notification, it is still blank -
    shown below:
    [image: jotform.com] *Question**Answer*Official Vessel Name (Please use
    CAPITAL LETTERS)sdfdsVessel Owner/OperatorsdfsadfaVessel IMO
    Number76876Port-of-Call
    Terminal in OaklanddgsdfgEstimated Commissioning date in Oakland11-08-2013Name
    of RepresentativedfgsdfgTitledfgE-mailkyan@portoakland.comPhone Number
    925323759701_Generator02_One_Line03_Three_Line04_Protective_Devices
    05_Protective_Settings06_Safety_Circuit07_Operation_Control08_Test_Reports
    09_HVSC_Location10_Procedures11_Contact_Info
    Please help.
  • Profile Image
    JotForm Support

    Answered by EltonCris on November 09, 2013 at 03:25 AM

    @ portoakaland 

    Your Notification 6 works fine from here after testing the form. Actually all of the notifications are working properly. I am able to see the file names. Example:

    ***Note that you have to submit an actual files to your form not just by clicking on the "Test Email" button.

    Are you referring to the file names at all? If not, kindly provide more details so we can assist you further. Thanks!

  • Profile Image
    JotForm Support

    Answered by ardy0689 on November 09, 2013 at 04:04 AM

    @portoakaland

    I think it has something to do with the HTML formatting that disrupts the FILENAME: place holder.

    If you look into the screenshot here of {FILENAME:01_generatorGenerator}
    Yours at the 1st line(what you pasted look like)
    Mine at the 2nd line (what I pasted look like)

     

    If you look closely on their HTML code this is what you see and why it does not work on what you are doing.

    Yours: FILENAME placeholder was separated by <span> tags.

    <p>{<span style="font-family: Arial; font-size: 12px; background-color: #fefef7;">FILENAME:</span><span style="background-color: #ffffff;">01_generatorGenerator}</span></p>

    Mine: It is important to completely paste it back than editing the placeholder that could add unnecessary formattings that could destroy it. You should not add any formatting in between { }

    <p><span style="background-color: #ffffff;">{FILENAME:01_generatorGenerator}<br /></span></p>

     

    Please go ahead and retry using the above suggestions as guidelines. Thanks