Create an jotform which to track employee attendance (Employee list from database)

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    Asked on March 19, 2014 at 10:01 AM

    I would like to email a form to a job foreman, with a list of employees assigned to his/her jobsite.

    I have all of the employees and job assignments in a database, and can process this from Google Apps script.

    My challange is to define the jotform which contains a list of the only those employees assigned to the specific jobsite.  I have experiemented with URL parameters (which I have used sucessfully for other jotforms), and hidden fields, but I can't figure out how to accomplish what I am trying to do.

    To make this more concrete - I have a list of 75 employees in a database.  They are assigned to one of a half dozen jobsites.  I would like to email each forman a jotform which is a simple checkbox attendance form containing only the half dozen or so employees assigned to their jobsite.

    Any ideas?


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    Answered on March 19, 2014 at 01:06 PM


    One question is, if those employees will be re-assigned to the other job sites after a period of time or if they accomplish their works on a single job site.

    How about if you will add the list of the jobsite into a dropdown field, then add additional dropdown field for the employees. Then using our Conditional Logic (Conditional Logic on Forms), show the employee dropdown field based on the jobsite selection.

    For example: You'll notice the flow here. NOTE that I have added the DateTime field and make it hidden from the form. So, that servers are your data and time tracker.


    You'll see the output here, this is a sample report using Grid:

    Let me know your thoughts.


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    Answered on March 19, 2014 at 02:06 PM


    I can see how you are changing the text of an existing control, but what I'm trying to do is produce this:


    Jobsite:  ABC    [this could be pre-populated by URL parameter]



    Frank Smith     

    John Johnson

    Harry Jones

    [Each employee line would have checkboxes for present/absent/AWOL]


    So I could generate the above form to Jobsite ABC, and generate the form with 4 (or however many) different names to another jobsite.  As I mentioned, I have the Employees, Jobsite, and assignments in a database.  They can be reassigned between jobsites daily, so have to generate the form dynamically.

    I guess another possibility might be to have a list of all of the employees on the form, and hide the 'lines' for employees not assigned to the specified jobsite.  However I can't see how you show/hide fields based on URL parameters.

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    Answered on March 19, 2014 at 04:52 PM


    You could set up your form to show or hide fields or sets of fields using conditional logic as shown in this guide.

    If you prepopulate the form using URL parameters, the relevant employee fields will show, and others will be hidden.

    Does that help?