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    Hide empty fields in confirmation email and reports

    Asked by Joanna  on November 10, 2014 at 11:33 AM

    Hello,

    Our form is a long list of drop down box items that people can use to order different items. There is about 50 drop down boxes and somebody might select 4 or 5. In the confirmation email and reports it lists all the items regardless if they have been selected or not. It makes it very hard to read. Is it possible to print only the ones that have been selected?

    Thanks,

    Joanna

    Reports email print different selected
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    JotForm Support

    Answered by Kiran on November 10, 2014 at 01:17 PM

    As I check your JotForm, it is disabled and not having any drop down menus. Did you delete the JotForm in question?

    It is possible to hide the unselected fields on email alerts by enabling the option Hide empty fields on emails from Preferences.

    Please refer to the following guide with step-by-step instructions and graphical illustrations.

    https://www.jotform.com/help/256-How-to-Hide-Empty-Fields-on-Email-Alerts

    Please be noted that this feature works only with default email notifier.

    You can hide the empty fields on the reports by selecting the option Auto hide empty fields from Submissions view and then download to Excel/CSV/PDF.

    Hope this information helps. Let us know if you need further assistance.

    Thanks!

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    Answered by Joanna  on November 20, 2014 at 05:51 PM
    Thank you.
    The email alert instructions work. But not the report.
    The “Auto Hide Empty Fields” only works from the page preview on the top. It does not work in the xls format on the bottom of the page submission page.
    Any other suggestions?

    Thanks,
    Joanna

    ...
  • Profile Image

    Answered by Ben on November 20, 2014 at 06:10 PM

    Hi Joanna,

    I would just like to confirm. Do you mean that it does not work for you under the setup where you can view all submissions and download them in excel/CSV/PDF files?

    Or do you mean once you download the file?

    Best Regards,
    Ben

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    Answered by Joanna  on November 20, 2014 at 06:21 PM
    I think it’s both. In the browser where I see the table with all submission the empty fields are there and when I ask to download the xls file all the fields are there (including the ones nobody selected).

    Thanks,
    Joanna

    ...
  • Profile Image

    Answered by Ben on November 20, 2014 at 06:42 PM

    Hi Joanna,

    I took a look at your jotform "Lunch Order test 1" and I see that:

    1. all fields are selected on the right, to be shown
    2. Autohide empty fields is not selected

    You will need to follow the directions given by my colleague above and unselect the fields that you do not want to see in the submissions.

    Do let us know if you have any further questions.

    Best Regards,
    Ben

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    Answered by Joanna  on November 20, 2014 at 06:51 PM
    The form I’m working on is under somebody else’s account. Here is the link to it.
    http://www.jotformpro.com/form/42737961140960


    ...
  • Profile Image

    Answered by raul on November 20, 2014 at 07:48 PM

    You're right, in the xls file all fields are included regardless if the auto hide empty fields option is selected. I think in this case the PDF report could work better for you. Or you can use a macro in excel to auto hide empty columns. Please check this link: http://www.mrexcel.com/forum/excel-questions/678647-excel-visual-basic-applications-autohide-rows-no-value-certain-column.html

    In this post there is a macro to hide empty rows, but you can use it to hide columns like this:

    Private Sub Worksheet_Change(ByVal Target As Range)
    Dim c As Range
       For Each c In Range("D97:D350")
           If c.Value = "" Then
               c.EntireColumn.Hidden = True
           Else
               c.EntireColumn.Hidden = False
           End If
       Next c
    End Sub

    Please note that you need to change the range value to include all the values in the Excel report.

    Please give it a try and let us know if it works.
    Thanks.

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    Answered by Joanna  on December 03, 2014 at 03:51 PM
    Hello again,
    I have a new question regarding the same form. We use the calculation values with our drop-down boxes to calculate the total order. The problem is that after a while all the calculation values disappear. We tried to revert back to when they to when we are sure the form worked but we cannot get the calculation values back. It takes about 30min of copy-paste to get them all back and it would be the 3rd time we have to do it. HELP!

    Thanks,
    Joanna


    ...
  • Profile Image
    JotForm Support

    Answered by Kiran on December 03, 2014 at 04:59 PM

    Hello Joanna,

    I've moved your other question to a new thread and shall be addressed there.

    http://www.jotform.com/answers/468980 

    Thank you!!