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    How to hide empty matrix fields form the reports?

    Asked by htphyllisc on September 08, 2014 at 01:27 PM

    One on going problem I've asked 2-3 other jotform reps, that has never been answered properly, is that I'm using the matrix on my form, for 15 volunteer role choices I've set up on my form, each has choice/priority 1, 2 or 3. When I complete sample applications and create an excel report, the blank choices populate the form which is not what I want since I have to distribute the excel report to several people, who only want to see the green check marks that indicate preferences-- which shows on the web grid report, but not in the Csv, Excel or any other reports Jotform offers. I can't share the Grid report via email--or can I and if so, how? All other report options have this problem/issue which is a deal breaker for us using Jotform if it isn't resolved. I really like your product otherwise so much, but this is frustrating. Any suggestions? Please do not reply I can send inbox applications one by one, this will not work. 

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    JotForm Support

    Answered by david on September 08, 2014 at 02:27 PM

    Hi,

    When creating a grid report, there should should be a link to it created like this:

    https://support.jotform.com/grid/42505433277049

    There should also be the iFrame embed code to embed the report.

    You can share the report via whatever means you would like.  As far as having a matrix and the empty fields showing up, you could trying using the "matrix dynamique" widget.

    http://widgets.jotform.com/app/matrix_dynamique

    This widget allows the user to add new rows based on how many entries they need.  This would cause there to never be any empty fields unless the user adds them.

     

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    Answered by htphyllisc on September 08, 2014 at 02:54 PM

    I'm sorry to say that once again (my 4th attempt) my question was not answered regarding how the matrix data populates Excel. I understand how to get the grid report, my question is how do I share a grid report since I do not plan to use it on the web, I need to share it via email?

    Your reply 1) "You can share the report via whatever means you would like". The grid link does not work via email, please explain what you mean and how to do it. 

    2) "This widget allows the user to add new rows based on how many entries they need.  This would cause there to never be any empty fields unless the user adds them."

    I don't mean that the empty fields are on the form itself (maybe I wasn't specific enough) I meant that when I create an Excel report after applicants fill out the form with the 15 matrix options of 1st, 2nd or 3rd choices of 15 options, then I create an Excel report, any empty data fields show up in the Excel report, the csv report and the grid report. That makes a messy report I cannot sent out to 50 people, imagine that most out of 15 options to check on the Matrix, only check 3-4. 

     

     

     

     

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    JotForm Support

    Answered by david on September 08, 2014 at 03:05 PM

    Your question asked if you could share this report via email, you can.  One of your requirements was not the ability to share the report offline which is in fact not possible with the grid report.  Unfortunately our widgets are loaded into iFrames and the data is captured separately from other parts of the form.  The data from widgets is sent as a package so, you can either include all of it or none of it when downloading the submission data.  You could add individual checkboxes for each rather than using the widget, which would allow you to include only the ones that are checked and exclude the ones that are not.

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    Answered by htphyllisc on September 09, 2014 at 11:48 AM

    Thank you for your answer. We were hoping to find a form that allows for 1st 2nd or 3rd choice of the 15 different volunteer roles and that data would populate the Excel form. It sounds like that's not a possibility in your product. I want to confirm that is not possible. 

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    JotForm Support

    Answered by david on September 09, 2014 at 01:10 PM

    This is indeed possible as I explained in the previous post.  Using individual check boxes will allow for each one to have it's own entry in your excel report.  You can then hide any empty fields to hide the ones not selected.  Here is an example form to show what I mean:

    http://form.jotformpro.com/form/42515119476961?

    You would need 15 different checkbox fields rather than just one field with 15 checkboxes though.  You can clone the form above to see how it is set up.  Here is our guide on how to do so:

    http://www.jotform.com/help/42-How-to-Clone-an-Existing-Form-from-a-URL

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    Answered by htphyllisc on September 10, 2014 at 01:35 PM

    I see that there is a way to list all 15 but not in a matrix. If you look at my form you will see my example of this that starts with Adoption Counselor and ends with Other. I have also input the following to show you my intent to capture their interest by priority 1 2 or 3. Is there a way to set up what you see below within one window so that I don't have to set up a check box for 15 different titles/jobs?

    Adoption Counselor:  1    2   3 

    Adoption Follow up:   1   2   3

    Clean up Crew:    1   2   3

     

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    JotForm Support

    Answered by david on September 10, 2014 at 02:25 PM

    Hi,

    We actually have a couple tools specifically for that.  Under the survey tools in the form builder, there is a star rating and a scale rating tool that will allow the priority ratings your desire.  If these are not what you were looking for let us know and we will see what else we can find.