Edit Link Function - immense use if provide autoresponder for update submissions

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    markashton
    Asked on July 25, 2010 at 11:32 AM

    Hi,

    The edit link function can be added to both notifications and autoresponders. Consequently, the form filler and/or form administrator has the ability to amend an already submitted record. Very useful, if not completely neccessary in some cases. 

    I have noticed that when using the edit_link function - there is no autoresponder and/or notification generated to clarify this change state of the record. But this would be brilliant for the following:

    Form submission comes in for a booking form e.g for an IT course. The info submitted is preferred dates, location, number of staff to attend. The submission emails have a link to an order form (another jotform) that is designed to pass field values through the url so that the order form is prepopulated -professional and slick.

    So, you as the course administrator call the form filler and agree on the dates, location and no.of staff to attend. You use the edit_link function to change the data to the agreed order details. Now, if an autoresponder was sent out when you re-submitted the changes - this would update the details contained within the url to the order form. The form filler could click this url and have a half-filled in order form (reflecting what you had agreed). 

    This takes Jotform to a level where you have the ability to link forms and effectively use it to create workflow applications. 

    Can you advise me on whether you can implement a change state autoresponder/ notification email. I'd be grateful. I already do this with another form provider in the form of data triggers. i think if you were to implement this type of capability you would seriously differentiate your offering (it's good anyway). I would gladly provide some tutorials so people could get the hang of this.

    Thanks 

    Regards Mark

     

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    aytekin
    Answered on July 26, 2010 at 05:49 AM

    I completely agree with you, and I appreciate the time you have taken to explain why this feature is necessary.

    We will implement this feature but it may take us some time since we have lots of things in our plate right now.

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    lshad24
    Answered on August 22, 2011 at 11:07 AM

    Has this been implemented yet?

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    markashton
    Answered on August 22, 2011 at 12:32 PM

    Yeah, thanks for flagging that. It was a year ago - no movement that I can see. Hopefully soon

    Actually, I have to use another form builder to do this. You can update data and it will trigger an autoresponder. If Jotform did it I would use it but they don't ....

    In fact Jotform is missing out on a lot of business (at a guess) down to the fact that you cannot create data trigger events with form data... I'd explain but I'll have to get the nod that someone (i.e. Aytekin) is listening. Respectfully, too busy otherwise.

    Regards Mark

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    lshad24
    Answered on August 22, 2011 at 03:00 PM

    Thanks for responding, Mark.  I have followed your posts and am impressed that you consistently push the boundaries of Jotform's capabilities.  I followed your use of using images for radio buttons with great interest.  Would love to hear how you accomplished it when you find a spare minute or two.  Hopefully, we will get an answer soon on this edit link function as it is one of my greatest needs at the moment.  I will look at another form builder until the Jotforms admins figure out how to add this functionality! 

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    abajan
    Answered on August 23, 2011 at 12:20 AM

    Hi folk

    It is actually possible to have an autoresponse each time an update is made to the form via an edit link. The trick is to setup a Send an e-mail after submission condition on a notification (as opposed to an autoresponder) and enter the tag for the user's email address (found in the notification) in the "email to" box of the condition. Since conditional email alerts will only be sent if the condition(s) attached to them are met, the condition will have to be set on a notification other than the default one. Otherwise the form owner will not receive any notification of submissions.

    Clone this form, replace the phoney recipient email address in the default notificion with your own, save the change and do a test submission. Then, use the edit link contained in the "autoresponse" to make a change. You'll see that each time a change is made, a notification whose subject is prepended with EDIT: shows up in both the user's inbox and your own. Also, only the final change is recorded on the submissions page of the form.

    Note that in order for the edit link to be clickable, the format provided in Notification 2 (the autoresponse notification) must be used instead of the default {edit_link} tag. (See this thread.)

    If clarification is required on anything, please let us know.

    Thanks.


    ~ Wayne

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    lshad24
    Answered on August 23, 2011 at 09:07 AM

    Wayne, Thanks for the response.  I have cloned your form and tested it but I don't think the solution solves my issue.  

    Here's the scenario:

    User requests a site visit from one of our staff (the form prompts the user to provide his/her date of availability). The request form needs to be sent to our coordinator, who will match the user's availability with one of our staff). The coordinator then needs to let both the user and the staff member know the date/time of the appointment.  

    One way I tried to handle this is to use hidden fields so at least the coordinator can update the submitted form with the appointment date and the staff member assigned. This can be done; however, I hit a road block when I found out that the coordinator would not be able to access the submitted forms to edit them without my account info. In addition, I would need an easy way for her to be able to send the user notification about the appointment once it has been made.

    Does this make sense to you?  

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    aytekin
    Answered on August 25, 2011 at 07:09 AM

    Edit Link feature described on Wayne's response ebove does not require you to be logged in. Anybody can click on an edit link and edit a form submission. They just need to know the URL which can provided on the email sent to the coordinator.

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    markashton
    Answered on January 09, 2012 at 12:57 PM

    Ok,

    I have used Abajan's method to get an autoresponder sent every time there is an update - by way of using a notification instead.

    The problem is that the resulting autoresponder/notification has the annoying pre-pend of EDIT in the subject line. I do not want this forced string right at the beginning of a subject line and am miffed I can't get rid of it.

    Ayetkin answered my intial query that I put time into writing and appears to have done nothing about it in the one and a half years since taking the time to spell out the requirement even though an agreement was stated that it was a good idea.

    Why does one have to apply a 'hack job' and use a notification email? Why can't you just enable the autoresponder function to do the job for resubmissions. 

    However, my most important critera is: How can I get rid of the forced Edit string at the beginning of the subject line? I would be most grateful to know.

    Thanks, Mark

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    NeilVicente
    Answered on January 09, 2012 at 07:48 PM

    Hi Mark,

    The "EDIT" string which prepends the subject line for the notification cannot be removed. It is there for reason, and that is to inform the form owner that the notification is for an update made to the form, and not a new form entry.

    Much as I believe that the reason why your suggestion has not been implemented yet is because our developers have a LOT of tasks to do, not to mention the fact that we encounter services issues from time to time - only Aytekin can give the most specific answer as to why it has not been changed yet.

    The workaround provided by Wayne works just as you required, except for the "EDIT" string issue, which, in my opinion, is a minor one.

    Just my two cents :)


    Neil

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    markashton
    Answered on January 10, 2012 at 04:58 AM

    Hi,

    Just to be clear about what I'm trying to achieve .....

    1) submission received for an evaluation of an online service
    2) Edit submission that has three hidden fields
    3) Conditional autoresponder/notification depends on hidden field value
    4) Email is a sales email that uses field values to populate a url string that prefills a sales form.

    It's all very slick - the only problem being that of EDIT at beginning of subject line.

    The Jotform assumption is that the edit function is only used in one scenario - to advise stakeholders that an update has taken place - valuable in that context of course.

    BUT, the real value of the EDIT function is the fact that it enables people to link an ecosystem of forms and create a powerful workflow solution that would otherwise cost companies thousands. Simply by prepopulating subsequent forms via prefilled urls one can create workflow apps (hidden fields expand this immensely)

    Can I suggest perhaps that the EDIT string be reviewed in the light of this i.e. make it optional (turned on by default). I will happily write an article on this for jotform that will advise its users on how to create a workflow apps. Many web designers will love it.

    If you would be kind enough to flag this to Aytekin - I would be most grateful

    Jotform is a great product ;)

    Regards Mark

     

     

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    fxr
    Answered on January 10, 2012 at 07:25 AM

    Will do Mark, have passed it on.

    You are one man ideas factory, we just can't keep up!

    Thanks.