Can I automatically import rows from an XLS spreadsheet into individual form entries?

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    Asked on June 29, 2021 at 05:42 PM

    Hello! This is a question about filling out a large number of Forms automatically with data from Excel spreadsheet rows. Apologies in advance for the length.

    We started exploring Jotform in order to replace our architecture project database, which was basically just an Excel spreadsheet where each row is a different project. We’re happy with the shift, and now I’m trying to figure out how to migrate our old XLS database info into our new Jotform system. Here’s a summary of what we’ve got going on:

    We built a Form to gather data about our projects. Every time the Form gets filled out with a new project, it populates a master Table with information, which is great. This master Table is now functioning as our new project database. I also have the Form integrated with Google Sheets to produce a continuously-updated identical Sheet version of the Table. That identical Sheet feeds into Google Data Studio to produce a filterable Google map of all our projects. Any time we make an edit to a project, we don’t do it in the Table directly, we do it using the Edit Entry option, because that ensures the edit translates over to the Google Sheet (since the Sheet is integrated with the Form, not the Table).

    So here’s where I’m stuck: We want to add all of our older projects to the new master Table. Our old Excel spreadsheet has about 3,000 projects, and it would take a very long time for us to go through and manually enter each field in the Form, project by project. Is there a way to somehow get Jotform to read the old XLS spreadsheet and automatically fill out a new Form entry for each row? I know I can’t just upload the XLS data directly to the Table, because 1) It won’t work with the Form dropdown fields, radio buttons, and checkboxes, and 2) It won’t translate the projects over to the Google Sheet since the Form is being bypassed. I also tried using the Prefill option in Publish, but ran into the same issue where it wouldn’t recognize dropdowns and other question types. Even if there’s a partial solution that would still require going back to click checkboxes or dropdowns, that would be better than having to manually fill out each one completely.

    Hopefully this question isn’t too convoluted, but please let me know if I need to clarify anything. Thank you!

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    Answered on June 30, 2021 at 12:49 AM

    Hi there - Thanks for detailing your requirement.

    Have you tried using our import app yet? Please try it and see if it works for you.

    Guide: Import-app-easily-import-your-excel-or-csv-data-into-jotform

    Let us know how it goes.

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    Answered on June 30, 2021 at 10:53 AM

    Thank you, I'll give it a shot and let you know!