What is JotForm?
JotForm is a free online form builder which helps you create online forms without writing a single line of code. No sign-up required.

At JotForm, we want to make sure that you’re getting the online form builder help that you need. Our friendly customer support team is available 24/7.

We believe that if one user has a question, there could be more users who may have the same question. This is why many of our support forum threads are public and available to be searched and viewed. If you’d like help immediately, feel free to search for a similar question, or submit your question or concern.


  • Profile Image

    How to ensure that submitted data and data printed on form are identical?

    Asked by nkasic on January 07, 2014 at 10:45 AM

    I want potential customers to print out and sign form before they submit the data.
    It is a legal requirement in our country that forms are signed and stamped in hard copy.

    Therefore, I need to be sure that customers printed out forms and don't change it before they submit it. 

    Once they bring the signed form to the point of sale, agent should be able to locate the record that corresponds to the signed document and use the data (mail merge it with Word document) to generate contract.

    Do you have any suggestions how to achieve that?
    I found this article: http://www.jotform.com/answers/165520-I-would-like-to-emphasize-to-the-students-filling-out-my-form-that-they but the example form is gone so I cannot test it.

    Regards. 

    JotForm print mail merge www
  • Profile Image
    JotForm Support

    Answered by ardy0689 on January 07, 2014 at 01:09 PM

    Thanks for contacting us. I have reviewed the thread that you mentioned. Do you want to do the same solution that hides the submit button if they did not upload a copy of their printed form? That's a good idea too to confirm that they have in fact printed the form and have a sign and stamp on it by uploading a scanned copy of their print form.

    The form sample from the thread you mentioned is probably deleted by my colleague already so I made a new one.

    http://form.jotform.co/form/40065189382861

    I used a Condition feature that checks if the Upload field is filled then show the submit button

    You can immediately see if the scanned copy is changed by comparing the results on your actual form submitted. Is this what you are trying to do. You may also correct me if I got off tracked from your main goal. Please let us know so that we can assist you with more suggestions. Thank you

  • Profile Image

    Answered by nkasic on January 07, 2014 at 04:05 PM

    Ah, that's not what I really want, because most of our users don't have scanners.
    I couldn't see the example so I thought it's something else.
    I want to collect data through on-line form and store it in electronic form (excel file, database or similar). When users come with signed, hard copied form to point of sale, I want to be able to look into data, identify record that contains data from that form and use that data for processing user's request further.
    That way agent's on the point of sale don't have to manually type data from paper form, but I need to be 100% sure that the data printed on the form is the same data that's submitted through clicking on Submit button.
    Which means, once user prints the form he shouldn't be able to change it.
    Or he should automatically get generated and opened pdf form for printing, once the form is submitted.
    Or if you have some other solution, please let me know.

  • Profile Image
    JotForm Support Manager

    Answered by Jeanette on January 07, 2014 at 06:41 PM

    I think you need to have clear that whatever a user submits in a form, will be shown in a PDF/Excel or CSV format

    So, you should not be afraid of having people to print the form after they submitted it.

    I would suggest a solution like this

    1. Create a form with all the necessary fields

    2. Add an e-signature field, to have them to sign the form electronically

    3. Ad an upload field (to upload ID's and compare signatures)

    4. Integrate the form with Dropbox so that it will send the submission data on PDF to custom folders (per submitter)

    Jotform philosophy is to keep things simple. So in that sense, if my suggested solution does not fit what you are looking for, you might need to hire a programmer as  custom escenarios are not always possible to achieve from within our builder.

    But if you want to give that a try, feel free to ask for more questions

    Cheers!

  • Profile Image

    Answered by nkasic on January 08, 2014 at 04:56 AM

    Hi Jeanette,
    Actually, you're right. It's not really important if form is printed before or after submission as long as the printed version has exactly the same data as on-line submitted one.

    I checked the e-signature functionality and I cannot use it for two reasons:
    1. documents signed with finger on a pad are not recognized as legaly binding in our country. Additionally documents need to be stamped.
    2. Tablet market in our country is very undeveloped and we need to enable users to fill forms via PCs.

    Hence, at this stage, we really need users to print form (maybe even save as pdf) after submission and sign it manually and stamp.
    At some later stage, we can develop mobile/tablet version with e-signature feature.
    Cheers!

    P.S. Your colleague showed me how to create pdf and print after submission in this thread: http://www.jotform.com/answers/313820-I-don-t-want-progress-bar-to-be-printed-on-paper-form#2, but the document doesn't look as on the screen.

  • Profile Image
    JotForm Support

    Answered by ardy0689 on January 08, 2014 at 09:21 AM

    Thank you for providing us more information. If they somehow printed the form before submitting, they can still change any info on the online form then they can submit which can lead to unmatched data from the physical document and online data.

    I made a demo page that you can see here. I let the user fill up the form then I enabled the Print button to allow them to print when they are finished. They can easily print that directly to paper or print it to PDF file. After they have printed the form they will notice that all fields are set to read only mode so that they can not change or edit existing data once they printed. This forces them to submit the form to avoid changing data and preserving accuracy of the data.

    However, this setup is using a custom script. You will be embedding the form to your website using the full source code of the form and host it on your server accompanied by the script. Does this approach can be suited on your requirements? Please let us know. Thank you

  • Profile Image

    Answered by nkasic on January 08, 2014 at 09:55 AM

    Hi Ardy,
    I cannot use the full source code and custom scripts as I explained in this thread: http://www.jotform.com/answers/312526-How-to-auto-populate-fields-in-a-form-without-access-to-source-code#19.
    What I suggest would be to generate some unique Record ID when Print button is clicked and that Record ID will be printed on the form. That way, even if user changes data and prints it again, form will get different Record ID and when he submits data. All I need to do is to compare Record ID on the printed form and in the data submitted on line.
    Would something like that be possible? 
    I found submission IDs and Unique IDs. What's the functional difference between the two (I know that format is different)? Can they be used for my purpose? 

  • Profile Image
    JotForm Support Manager

    Answered by Jeanette on January 08, 2014 at 11:43 AM

    Submissions ID are autogenerated by our form builder and these are Unique. You could take advantage of it, yes. You can even add this on your email alert, either at subject or inside the email body

    You can also use the Unique ID field to create your own custom prefixes.

    I think this widget could accomplish your purpose better than submissions ID or you can combine both

     

  • Profile Image
    JotForm Support Manager

    Answered by Jeanette on January 08, 2014 at 11:44 AM

    Please read a detailed guide about Unique ID's here

  • Profile Image

    Answered by nkasic on January 09, 2014 at 05:15 AM

    Thanks Jeanette,
    It seems that I'm caught in chicken and egg situation here.
    I cannot print before submission because there is a possibility that person changes data between printing and submission, and additionaly Unique ID and submission ID cannot be printed that way because they are generated at a time of submission only.
    On the other hand, I cannot generate and print pdf after submission because such pdf has it's format which I have no control over and doesn't look as the form on screen, and for any company that takes care about branding (logo, fonts, paper form outlay) that will not be acceptable.

    I presume it will never be possible to get submission ID generated befor submission (hence it's name), but would it be possible to make Unique ID generated at the point of printing and make it vissible on the form?

  • Profile Image
    JotForm Support

    Answered by jonathan on January 09, 2014 at 08:59 AM

    @nkasic,

    Hi,

    On the other hand, I cannot generate and print pdf after submission because such pdf has it's format which I have no control over and doesn't look as the form on screen, and for any company that takes care about branding (logo, fonts, paper form outlay) that will not be acceptable.

    You may want to try printing instead the custom Thank You page or a customize Autoresponder E-mail. Both of this are customizable and can branded accordingly.

    It may not be a PDF file type, but it still is a soft copy. If the user uses Google Chrome, the Thank You web page can be SAVED AS PDF as Chrome have such capability.

    If its an E-mail (autoresponder), I know most e-mail client/software can print in PDF output also.

    Personally, I would choose the custom Thank You page, because as soon as the user submitted the form, it can be seen immediately and can be printed at that point.

    The Unique ID will be no issue, as it is like any normal field that can be outputed in a Thank You page or e-mail notification/autoresponder.

    Hope this help. Inform us of your feedback on this.

    Thanks.

     

     

  • Profile Image

    Answered by nkasic on January 09, 2014 at 09:16 AM

    Hi Jonathan,
    I wasn't aware that Thank You page can be designed to show the form and how it's filled.
    How can I achieve that? By copying form's source code and pasting it into Thank You page?
    Will the user's be able to change the data on such Thank You page?

    Thanks. 

  • Profile Image
    JotForm Support

    Answered by jonathan on January 09, 2014 at 10:35 AM

    Hi,

    Just like how you can customize the notification e-mail template, you can also do the same to the Custom Thank You Message.

    If you know a bit of HTML you can even directly edit the Thank You Message page.

     

    If you can watch this screencast, I show here I simplify my method of getting the form fields into the Thank You message without doing it one by one.

    I copy the html code of the e-mail notification (which by default have all the fields into the message template) , into the html code of the custom thank you message page.

    Hope this help. 

    Thanks.

  • Profile Image

    Answered by nkasic on January 09, 2014 at 03:59 PM

    Hi Jonathan,
    I watched your screencast and it's far from perfect.
    It's not much different from using pdf file method, and the outlook of the page is the same. Single table with two columns.
    I get certain control, i.e. I can use logo and all the HTML tools to design thank you page the way I want, but if I need to manually design Thank You page with HTML code to match the one I designed using JotForm, then the whole point of using JotForm is lost.
    I tried to copy form's source code into Thank You page, but it got messy. Please take a look at it (http://www.jotform.com//?formID=40011544513843)
    If it doesn't get messed up it could be useful. I could copy the source and edit a bit at the top to write some instructions.
    Of course it will not be great because every time I change the form, I would need to re-design Thank You page, but it seems this is the closest to what I need, if it only works.

    It's not necessary to generate pdf files nor for the users to save data in file. That was just one of the ideas how to solve the problem.
    I edited the name of this thread to better describe the issue.
    Regards.

  • Profile Image
    JotForm Support

    Answered by jonathan on January 09, 2014 at 06:19 PM

    @nkasic

    Hi,

    Please give us some time to work on your form's http://www.jotform.co/form/40011544513843 thank you page. I will try to customize the custom Thank You message of the form to match how the form looks.

    To clarify, I will be working on the cloned version of the form, so it is not the form on your account.

    I will post update on this thread as soon as I am done with it.

    Thanks.

  • Profile Image

    Answered by nkasic on January 13, 2014 at 06:03 PM

    Hi Jonathan,

    Thans for your willing to do that, but that's not the right solution, so please don't waste your time.
    The form you plan to customize is not the final version, I still have a few features/fields to add.
    It's not good to it this way for several reasons anyway.
    One is that every time I need to edit form, I'll have to rely on you having free resources and good will to update Thank You page. That way, being dependent on you, I cannot plan to meet any deadlines.
    Additionaly, as it is the legal requirement in our country for forms to be manually signed and stamped, I will have to develop almost all the forms which are in any way legally binding, the way I planned for this form.
    And of course I cannot count always on you being available for such things at no charge.
    Therefore, we need to find better solution, and I'll suggest something like that as a feature request.
    I believe it's the similar situation in many countries, and therefore it's not only me who would benefit of such solution for designing legally binding forms.

    Regards,