Gathering data from an external source (Google sheets)

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    carlos.bertolami
    Asked on May 18, 2022 at 09:02 AM

    Hi guys!

    I have created an account in Jotform since I need to create a Purchase Order form. I am impressed with the features and the approval workflow is awesome but I am still trying to solve an issue.

    I have multiple supervisors that will need to complete Purchase Orders for their own sites but each site has a specific list of products (some of the products are just allowed for 1 site). So I will be creating multiple forms (1 per site) but I need to be able to connect the "Product" field (dropdown list) to a list with valid products for each site, so I need to take the data from Google Sheets.

    I could not find a way of taking information from an external source such as Google Sheets for a specific field...so each site will be able to select the products allowed for that site.

    Could you please help me with this?


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    Carlo
    Answered on May 18, 2022 at 09:27 AM

    Hello Carlos,

    Thanks for reaching out to Jotform. I'm not sure yet how would you like to use the imported data. But if you want to have the imported data to fill form fields based on input in another field, then you can download the data from Google Spreadsheet as an Excel file. Then upload that Excel file to a Spreadsheet to Form widget. For more information on how it works, please see this guide here.

    However if, in any case, I have misunderstood your concern, please do not hesitate to let us know and give us more details.

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    carlos.bertolami
    Answered on May 18, 2022 at 09:51 AM

    Hi Carlo! Thanks for your quick answer.

    I think that the "Spreadsheet to Form widget" could work, but let me double-check my understanding

    Is there any chance of getting the imported data to fill the form fields based on input in another field by using Google Sheets directly? Is it possible to feed the form directly without downloading the data from Google Spreadsheet to an Excel file?

    The idea is to select a valid option for the "Product" field in the form coming from a Google Sheet and then auto-populate the rest of the fields related to the product (price, etc.)

    The reason for doing this is that each site can select some specific products that are allowed for them, so when site 1 selects the product field, they should be able to see a dropdown displaying the products that are allowed for that specific site, so the list of allowed products should be collected from our Product Database in Google sheet.

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    Richie
    Answered on May 18, 2022 at 10:28 AM

    Hello Carlos,

    Unfortunately it is not possible to populate the form fields with data from your Google Sheet dynamically.

    You can however use the spreadsheet to form widget suggested by my colleague using a static data to populate the basic fields.

    Do note that it is not possible to use the spreadsheet to form widget to populate the product fields.

    Hope this information helps.

    Let us know if you have further questions.