Send form to a group of users and include a unique identifier to know the person who is responding without the need to ask for the name

  • Michael Gresham
    Asked on March 1, 2022 at 8:03 AM

    Hi, is it possible to send an email to a group of event attendees inviting them to complete a feedback form but also to include a unique identifier so that we know the person who has responding without the need for them to identify themselves?

    Page URL: https://www.jotform.com/help/303-how-to-send-a-form-via-email/
  • Mary JotForm Support
    Replied on March 1, 2022 at 8:36 AM

    Hi Michael,

    Thank you for reaching out.

    If you are referring to an identifier after the form submission, then you can use the Unique ID field. Check the user guide: How to Add Custom Unique IDs to your Form Submissions?

    If you have further questions, please let us know.

  • Michael Gresham
    Replied on March 1, 2022 at 8:44 AM

    Hi Mary,

    Many thanks for your answer.

    What I need to do is to send an email to a list of event attendees from a database, inviting them to fill out a form and then take the data from Jotform back into the database to register that they have filled the form.

    This would mean sending an identifier with the email that gets entered into the form so that when the form is filled we know who has done it without asking for their name.

    Is this possible?


  • Gilbert JotForm Support
    Replied on March 1, 2022 at 9:03 AM

    Hello,

    Are you looking to send the form to a group of recipients? If so, then adding a unique identifier on the email content might not work since all of them will be seeing that same identifier.

    There are two options I could think of that might work:

    A.) Send the form via email to each recipient one at a time then change the identifier for each email you send. You can perhaps add another field in your form for the Unique ID or you can set the question text for that field as 'Enter the code you received in the email'. You then have a record of each code you included in the email and the name of each person that corresponds to that code.

    For example, the user enters 'Code023', even without entering his name, you'll know that this is Person 1 based on the code he entered.

    B.) Second option is similar to the suggestion above but instead, you can use manual prefill. You can manually prefill the unique ID/code field in the form for the user and send them the form via email. When the user clicks the link, the unique ID field will be prefilled already so he just needs to fill out the rest of the form.

    You can check these guides for more details about prefill and manual prefill:

    We hope this helps. Let us know if you have any further questions or concerns.

    Regards,