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    How do I link a pre-assigned Unique ID number from my database via notification email on paid submission?

    Asked by Jayne25 on December 08, 2014 at 08:38 AM

    I know I can export data from form submissions via spreadsheet CSV, but I want to do this the other way round:


    I have a database of sales targets on File Maker Pro.

    Each list entry has a unique ID Number.

    I want to assign this ID Number of the targeted person/entry from my database on submission of a related payment form.

    How do I do this?

  • Profile Image
    JotForm Support

    Answered by Charlie on December 08, 2014 at 09:08 AM


    I'm not sure if I understood it correctly. Did you meant you want to assign specific IDs to specific form submissions and make a notification again? You can do this by editing the submissions, you can follow the screenshot below.

    1. Naviget to My Forms->Choose a form->Click the Submissions page.

    2. In the submissions page, click the gear icon to check the settings. My ID field is hidden and does not have a value. To assign an ID to the submission, you can click the "Edit" button.

    3. You are now in Edit mode. I'll add mine a custom ID, after that, I then click the submit button.

    4. I then receive a notification with the update value, this includes the hidden ID field with the custom value I added.

    I'm not sure if this is what you are looking for, but I hope this gives you an idea or at least helps you proceed on how to build your form. If you need more assistance on this, feel free to get back to us.

    Thank you.

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    Answered by Jayne25 on December 08, 2014 at 09:46 AM

    Hi Charlie

    This means I would have to allocate the ID number manually after the form submission has been received.

    For example:

    You are on my database of targets I am trying to get to sign up to 007 already and your entry on my database has the ID 000007

    You decide that you want to become a member of MI5 and complete my Jotform MI5 Member payment form.

    You automatically receive a notification email thanking you for becoming a Member and assigning you the Unique Membership Number

    ID 000007

    Without anyone editing the submission.

    Is that possible?

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    JotForm Support

    Answered by Charlie on December 08, 2014 at 10:12 AM


    Can you please do a step-by-step process on how your system or process works?

    This is how I see it:

    1. I'm registered to your Sales Target, example I have an ID of 007.

    2. I decided I want to become a member of MI5 and I will complete the form MI5 Member Payment Form.

    3. How to you let your users complete the form? Do you send the form URL via Email? If yes, you can do the following to assign an ID

    3.A Display the Properties field of the ID field. Under the Field Details, get the name of the field. In our case it's id.


    3.B Get the Form URL of your form.


    3.C Add the Form URL + Field Name + Value of the ID. You can try the sample link I have below.


    Blue highlight: Form URL of your Form

    Pink highlight: the name of the field we see in it's properties and 007 is the value we want our user to have in it's submission.

    You can then send the link via email to specific people who wants to complete your MI5 Payment/Registration Form.

    You can find a guide about that here: http://www.jotform.com/help/71-Prepopulating-fields-to-your-JotForm-via-URL-parameters


    Let me know if this helps.

    Thank you.

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    Answered by Jayne25 on December 09, 2014 at 07:01 AM



    Thank you for trying to help me on this, however, I think I'll have to do it manually as the form is on a website not sent out via email.

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    JotForm Support

    Answered by Charlie on December 09, 2014 at 08:35 AM

    Oh. So it would actually be more difficult to assign existing IDs to users that will complete your form in your website. It could be possible if you setup a PHP or script code to fetch data (IDs) from your database then prepopulate them in your Form, but if you would like to do this you will need to embed and edit the actual Form's source code. This, however, will be quite technical and needs programming and setting up.

    I hope this helps or at least gives you an idea on how to proceed. Let us know if you have another solution in mind and needs assistance on that, we'll try our best to help.

    Thank you.

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    Answered by Jayne25 on December 09, 2014 at 09:15 AM

    Hi Charlie

    If you can give me instructions on how to do that, I would be eternally grateful.

    Would it be an idea to place the database as a spreadsheet in Google Drive to fetch the data?

    Would this be secure enough?




  • Profile Image
    JotForm Support

    Answered by Charlie on December 09, 2014 at 10:53 AM


    Unfortunately, it would be hard to give detailed instructions on how to do it as this will depend on how you setup your website.

    Also, I'm not sure how you assign them, is it based from the existing email address that the user has?

    I have a sample form here: http://form.jotformpro.com/form/43423951656964

    Here's the condition that I have. If the user inputs an email user1@email.com, it means that he is already in my database, the condition then will automatically insert ID 12345 in the ID field.


    For the spreadsheet in Google Drive, I'm not sure if there's a way to fetch those data back to the form when it's live, not to my personal knowledge though.