Report Builder: automatically generate reports based on conditions

  • Profile Image
    ericwychan
    Asked on July 07, 2021 at 12:15 AM

    Report builder can create reports according to submission.

    I want to have reports build using part of the submission of the form, according to respondents' reply in a questions.

    For example one of the question is about age group, I would like to have reports build and consolidate for the questions after separately for both age groups.

    Any suggestion on ways to do so?

  • Profile Image
    Michal_S
    Answered on July 07, 2021 at 07:04 AM

    Hello!

    You can easily do that by using the Filter option inside the Report Builder.

    To do this, create a separate report for both age groups:

    133662_1.png

    and in each of them, set the filter option to only include results for the age group:

    133664_3%20(2).png

    The reports will now only include results that match the filter.

    Related guide:

    How to Use Visual Report Filters?

    Please let us know if you require any further assistance.

    Thank you!

  • Profile Image
    ericwychan
    Answered on July 13, 2021 at 03:13 AM

    Michael
    Thanks for the information. It is useful. However the situation I am facing is a bit more complicated.

    Briefly speaking, my form is collecting after-program feedback from participants. The form is shared use by various programs. I will pre-populate some information using the URL and the respondent will use the link to land the form and fill-in their responses. The pre-filled information include the program code, name, responsible staff etc.

    Since it s a shared form for hundreds of programs, the submissions are all group together. I kind of need this kind of grouped data report sometimes. But I also want to build reports for individual programs.

    I know i can use filter to create new tab (i.e. filter a specific program code) and then use the new tab to create report. However when I am facing hundreds of different program codes, instead of manually setting up new tabs and report tabs, I am trying to look for some ways to automate the procedures.

    May you shed me some lights on ways of filtering submissions and creating reports for my situation?

    I also considered using integration, however the power automate integration requires Premium plan and it seems only one trigger "when Jotform received responses" available.

  • Profile Image
    Michal_S
    Answered on July 13, 2021 at 07:03 AM

    Hello!

    You don't have to create a new Table tab to generate the report - filtering the report only is enough.

    Could you please describe how you would envision such an automation process?

    A feature like this is currently unavailable, but we can escalate it as a feature request if we are more specific about it.

    Would you like to, for example, create reports in bulk depending on the option chosen in a Single Choice field?

    Awaiting your response,

    Thank you!

  • Profile Image
    ericwychan
    Answered on July 13, 2021 at 07:21 AM

    Michael,


    For the situation I am facing, is to create bulk reports (extended report) for each program code, which is not an option chosen in the single choice field, but a text field for free text.


    I envision two ways:

    1. Reports can be automatically generated from submission through different links, but all are for the same form. Say I am using prepopulated links (using URL parameters), if it is possible to generate reports by groups of submissions which comes from different links, it would be great

    2. I can specify some conditions or rules for auto-generate reports. For example:
      Report 1: Q1 =A, Q2=B
      Report 2: Q1 =A, Q2=C
      ......
      I know we can create tabs with filter of the above conditions for known-options choices, but not for text fields which people can freely type-in.

    In my situation, some of the pre-populated information are:
    1. Program Code
    2. Program Name
    3. Responsible Staff
    4. Primary Email
    5. Secondary Email

    All are text fields and people can enter them freely.

    And what I want to do is, having extended reports for EACH program code, or having extended reports for EACH responsible staff. Also I need to share the reports specifically to person specified in Primary Email and Secondary Email ONLY. That's why I mentioned creating different tabs instead of changing the filter by the viewers.

    Please let me know if you need further information or clarification.

    Thanks.

  • Profile Image
    Michal_S
    Answered on July 13, 2021 at 08:49 AM

    Hello!

    The first way ties into the second one - if it's possible to create reports based on certain conditions, you would then be able to use the Get Form Page URL widget to make a rule based on the URL used to fill the form, so I will be escalating that one as a Feature Request.

    Automatic generation of reports is currently impossible, but in regards to some of the other points you've made in your message:

    • You can create filters for free-type text fields, using the includes filter option

    • You can create filters based on the URLs used to fill out the form, using the aforementioned Get Form Page URL widget

    As for the last paragraph - in your previous message you've mentioned creating separate tabs AND report tabs - I was referring to the fact that the Table tabs are not necessary to generate the reports - you only have to add the Report tabs with the required filters - I apologize for the misunderstanding.

    Thank you!

  • Profile Image
    ericwychan
    Answered on July 13, 2021 at 09:40 AM

    Michael,

    yeah you are right, both ways tied.

    I don't know if it is valid on making a feature request. I am thinking if the system can show filtered tables, or the reports based on the filtered submission data by reading filter parameters form the URL, like prepopulating the form with URL parameters, then I can share customized links to different audience which can have access to specific submissions. Simply speaking, the system needs to read the URL and filter the submissions and create reports. It seems a lot to ask :-P.

    And for the two points you have mentioned:

    1. I know text field can be filtered. I was wanna say since I don't know what they are filling in, I cannot pre-make the report tab with the filter before the respondent reply. I think this is tie to what I said in previous passage, system reading filter info form URL parameter (which the URL can be made by power automate when they first provide me the information in another form)

    2. I haven't notice the Get Form Page URL widget, thanks for telling me. I will note this resources, but seems not useful in the situation now.

    Thanks for your detailed replies.

    Sorry for my misunderstanding before.

  • Profile Image
    Michal_S
    Answered on July 13, 2021 at 12:05 PM

    Hello!

    A feature like automatic report generation based on conditions could be useful for many users, so it's fine to make the feature request - I've already forwarded it to our developers.

    I apologize for not being able to provide a solution that suits your needs right now.

    Thank you!