How do I send certificate of attendance based on certain field?

  • Profile Image
    alin.prelici
    Asked on May 15, 2021 at 05:56 AM

    Hello support.

    Users are sending their detail for attending an event.

    Some of them will not attend. Upon completion of the event I would like to send a certificate of completion only to those who attended, using data they aleready submitted, so it is a manual aproval process. Can you point me to an example online?

    I have already created a form linked to a certificate, but I do not want to send that certificate (autoresponder I think) to anybody who submitted the details, but only to those who attended.

    Thank you very much


    A

  • Profile Image
    roneet
    Answered on May 15, 2021 at 10:21 AM

    So how would you recognize who has attended the event? Is there any field that you will enter the data to identify the users who have attended the event?

    You may add a field and then edit to make an entry to the field once the user has attended the event. Taking this field as an identification point to send the autoresponse with the certificate only to those users who have attended the event.

    https://www.jotform.com/help/167-how-to-send-email-based-on-users-answer

    Thanks.


  • Profile Image
    alin.prelici
    Answered on May 15, 2021 at 02:57 PM

    Thanks Roneet.

    I configured the default Notification 1 to send all attachment

    Following the link you posted, I created a condition in the form using two hidden fields, date and filled by, if both are filled send Notification 1 to Email {email}. I checked and I do have a field {email} which gets populated on submision.

    Once submitted, I go in submission table and manually add date and submitted by. I'd expect this action to trigger an email with a PDF attachment, but it does not. Do I need to configure an auto-responder or notification is enough? How or more exactly when the logic in condition tree is getting triggered on notifcations and also on autoresponders? On submission only? Every time you change a field?


    Appreciate your support.


    Kind regards,


    A


    1621104504_60a01778507ff_notification-1c1621104504_60a0177848d80_change email re1621104504_60a0177827542_notification-1b1621104503_60a01777e821b_notification-1a


  • Profile Image
    Katherine_W
    Answered on May 15, 2021 at 05:11 PM

    Hi there,

    Happy to help!

    Please allow me a little time to investigate and test, and I will get back to you via this thread as soon as possible.

    Thank you in advance for your patience and understanding!

  • Profile Image
    alin.prelici
    Answered on May 16, 2021 at 06:44 AM

    Hi Katherine

    Thank you very much for looking into this. I would assume this is a fairly common scenario and looking forward to hearing back from you.


    Kind regards,


    A

  • Profile Image
    Billy_G
    Answered on May 16, 2021 at 10:52 AM

    Hi there,

    Sending a custom PDF file based on a value is not yet supported by our form builder. However, while we're waiting for my colleague's response, I'd like you to have a look at my suggestion.

    The idea is we'll redirect them to another form based on a value. In this case, you'll redirect them to another form. You can use this said form as their certificate. Once you've received the submission, you can just sign the submissions and send them back to those who attended. As you can see, this still requires manual work. Sample condition:

    1621176681_60a13169843b7_

    Here, we'll be using the CHANGE "THANK YOU" PAGE" as this allows us to redirect the users to another page. Hopefully, you get the idea.

    If my suggestion wouldn't work for you, kindly wait for my colleague's suggestion instead.

    Regards,

    Billy

  • Profile Image
    alin.prelici
    Answered on May 16, 2021 at 01:02 PM

    Hi Billy, thanks you for looking into this.

    Due to my lack of experience with Jotform, I'm afraid I'm confused now.

    When you say "sending custom pdf files is not supported" you refer to the forms that I created using PDF importer/converter? Or some other pdf files?

    When potential attendee click submit button, she will be redirected to another form. That for should not be ready yet, someone would need to approve or confirm somewhere in a field that the person participated to the event and is entitled for a certificate. This happens at a later stage, after the event.

    I would appreciate if you can elaborate the above a littel bit more


    Kind regards,

    A


  • Profile Image
    Gaetan_B
    Answered on May 16, 2021 at 02:11 PM

    Hello,

    Sending other PDF files isn't supported yet, the rest is.


    I can see different potential ways of achieving the result you want one of them would be an approval workflow.

    Maybe I am wrong about the idea I have in mind, so please feel free to correct me, so here it is:


    The person fills the form > An email gets sent to that person and to you.

    The event happens.

    You approve if the person actually attended the event.

    If yes, a certificate of completion gets sent, if not, nothing happens.


    Would that work for you?


    Hope this helps.

    Do not hesitate to reach out if you need further assistance.

  • Profile Image
    alin.prelici
    Answered on May 16, 2021 at 03:22 PM

    Thank you Gaetan

    What you suggested may work, would it be possible that instead of sending mails forth and back, to approve it in the submission table based on a hidden field and that will generate mail notification? Receiving a lot of mails over the span of several weeks and having to deal with finding and approving is an option but not the best


    Kind regards,


    A

  • Profile Image
    jonathan
    Answered on May 16, 2021 at 05:09 PM

    I have already created a form linked to a certificate, but I do not want to send that certificate (autoresponder I think) to anybody who submitted the details, but only to those who attended.

    We apologize for the confusion. But I think what you wanted originally was very much possible at this time.

    You can use the Autoresponder Email to attach the PDF and send it only to those "who attended" using Conditions feature.

    Here is an example on the steps.

    1) First you need to enable the original PDF in the Autoresponder Email. Since you wanted to send it to those "who attended".

    1621198826_60a187ea75c9b_zzz 2021-05-17

    2) Add the Autoresponder Email and enable PDF Attachment option.

    1621198808_60a187d870e04_zzz 2021-05-17

    3) Add the Condition to trigger the Autoresponder Email that include the PDF Attachment.

    1621199004_60a1889cc9306_zzz 2021-05-17

    1621199325_60a189dd4fa87_zzz 2021-05-17


    4) You can add another Autoresponder Email if you want to send email also to those who fill in but did not attend.

    1621199077_60a188e5a355d_zzz 2021-05-17

    5) So using Email Conditions feature, you can trigger which Emails to send. The Emails should look like the following.

    1621199162_60a1893a56005_zzz 2021-05-17

    By default, only those "who attended" will get the auto email that include PDF attachment.

    Those that did not attend can also get auto email but without attachment.

    ---

    I hope this help. Let us know if this will still not work for what you need.











  • Profile Image
    alin.prelici
    Answered on May 26, 2021 at 03:51 PM

    Hi Jonathan.

    Apologise for late reply.

    Unfortunately it does not work for me. Somehow I think the condition is not triggered. Which revert me to one of my original question, based on what autoresponder is being triggered? Is a submission event? Is condition in the form being evaluated every x minutes or if a field is changed?

    Below are steps I tried.

    I deleted all submissions and started fresh.

    Once I've got my test submission I modified the "DE CATRE/BY" field and manually added a value in that cell, however no mail triggered.

    To prove the mail in the form is valid, i was able to select submission / More / Reply and trigger a mail with data from the form, that mail was received.


    Any suggestions?

    1622058303_60aea53f4907f_1 form.jpg1622058316_60aea54c7116d_2 autoresponder1622058336_60aea56044f96_4 condition.jpg1622058346_60aea56a13674_5 table.jpg1622058325_60aea555cfa11_3 autoresponder

  • Profile Image
    jonathan
    Answered on May 26, 2021 at 05:20 PM

    Thank you for updating us. I reviewed your form Conditions and I found that there is only one conditional statement so far.

    I did noted that the field you used in the Condition was actually a hidden field in the form. The user will not be able to see and fill in the question/field in the live form.

    1622063828_60aebad47372a_zzz 2021-05-27

    1622063893_60aebb1528d76_zzz 2021-05-27

    Can you please describe to us how the user/respondent was suppose to answer the field since it could not be seen on the live form?

    I also could not do it using your form https://www.jotform.com/form/211345115113035 since I could not see the field.

    1622063985_60aebb717d322_zzz 2021-05-27

    We will wait for your updated response.






  • Profile Image
    Nik_M
    Answered on May 27, 2021 at 10:31 AM

    Your Autoresponder Email can't be triggered when a submission is edited because Send on Edit is disabled in Autoresponder Email settings.

    1622125527_60afabd775f39_onedit.PNG

    Please enable it and edit the submission again.

    Also please note that edits inside of the table will not trigger conditions. You need to edit the submission using the edit submission link or with the Edit Entry option is Tables to trigger conditions.

    Related Guide: How to Edit Entries With or Without Triggering the Conditions

  • Profile Image
    alin.prelici
    Answered on May 28, 2021 at 02:59 PM

    I deleted my only one subission, enable send on edit, and try a fresh submission, and then tried to modified the conditional field "DE CATRE/BY", however no mai triggered. If I select submission / More / Reply a mail wil be send OK.

    I also tried to modify any other field both from table and form, that shurely woudl trigger a mail but did not.


    So I'm puzzled now why send on edit does not work ? Any idea?

    1622228327_60b13d6726fc2_7 enabled form

  • Profile Image
    jonathan
    Answered on May 28, 2021 at 05:11 PM

    I cloned your form to be able to test an edited submission. It did work as intended.

    I was able to get the autoresponder email when I edited the submission in form table and submitted the form.

    Here is the auto email I got (it also has the PDF attachment).

    1622235986_60b15b52e0b8e_zzz 2021-05-29

    1622236009_60b15b6904c11_zzz 2021-05-29

    I cannot do the edit submission test in your form data because I do not have access to it. But as you can see on my test, the edit submission email was triggered as intended.

    When editing in the form table, please make sure to edit actual data using the Edit Entry option.

    Example:

    1622236187_60b15c1bbb511_zzz 2021-05-29

    Kindly check and test again. Do let us know if it still did not work.