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    How Populate Field on Another Form and Easily Track Submissions Related to Initial Client?

    Asked by Waddys1 on February 02, 2015 at 11:06 PM

    Hi folks

    I have a form (a) which I use to capture a Client Plan which has 4 simple text fields, one of them being "Goals".  This form creates a unique ID for the client as well.

    I then have another form (b) which I use to capture followup contacts and we enter the unique ID to identify the client.

    What I would like to be able to do is have the first form (a) integrate with Google and then when I open form (b) form (a) automatically (or manually but simply) populates the "Goals" field in in it (form (b)) based on the unique ID.

    The idea is that when these are used when I make contact with the client and I open form (b) I know what the goals are and do not have to go back and find form (a) to know what we are working towards.

    So I guess it is not just about form (a) populating the google spreadsheet but the google spreadsheet populating form (b) when required.

    I hope that this is clear and already suspect I have gone a "bridge to far".

    Cheers

    unique id unique another form
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    Answered by Ben on February 03, 2015 at 09:27 AM

    If I understand correctly, you would like to pull data from the Google Spreadsheet added through jotform A to your jotform B every time you open the jotform B.

    Now this would not be possible since forms are used to capture data, not to present it, but I have a suggestion that might just offer you what you are after.

    If you open the jotform, it will always open empty, but if you open it with edit link, you will see all the data that your client has added, including the goals if they are passed over from the jotform A.

    If that would be the way you would use them, you would only need to pass the goals value to the jotform B by pre-populating it over URL.

    Do let us know if that would work for you and note that no bridge is too far with JotForm, some just might be unavailable at this moment ;) , but we will see what we could do for you.

    It would also be possible to pre-populate the jotform with the required fields from your Database (but would require codding and your own server with a database).

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    Answered by Waddys1 on February 03, 2015 at 11:19 PM

    Thanks Ben

    I am looking at building test forms to try this out but before I do the trigger in form B is the unique ID.  

    Because there will be any number of forms of both type A and B it seems that I need to be able to discriminate the data so that Unique ID data in a field in formA  is able to be matched with the Unique ID field in form B.

    To be specific I will have a form called a "Client Plan" and in that form their will be a field called "Goals" and there will also be another filed which is a unique ID.

    I then have a form called a "Client Engagement Form" which again has a field called Unique ID which is the client identifier because we do not want to use names and birthdates.  

    And this is the challenge I want to solve on the Client Engagement Form is also a field called "Goals" and this is the one that I want to automatically populate.  

    The reason is that after the Client Plan is completed we want every subsequent engagement to have the Goals in the employee and clients face to remind them of what they are working towards. Keep people focussed on the end game. 

    So as you can see there are many options which increase overtime a form is completed and I am not sure you proffered solution can handle that, so can you let me know before I get all carried away and try and make it do something not presently possible?

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    JotForm Support

    Answered by TitusN on February 04, 2015 at 04:35 AM

    Hello -

    So to understand: Form A is connected to Google Spreadsheet - and you would like the "Goals" field to be updated by other forms (Type B etc) based on the unique ID - right? 

    This can be achieved using form Edit Mode (used to update previously submitted form data) - but with one catch - we can only use the submission ID (unique to each submitted entries) as the unique identifier, and not a custom a unique ID field (which can still be present on the form, but vestigial as far as this workflow goes)

    You mentioned you want to try this out first - please provide a sample of a type A form and a Type B form - and I'll see about spinning a demo with what I have described above. 

    Looking forward to hearing from you. 

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    Answered by Waddys1 on February 04, 2015 at 02:14 PM

    Hi Titus

    I think I understand what you are saying here and that is every form has a unique submission ID and that is what we need to provide the link (and if I have that right that is fine with me as it does cover the issue I had about identifying the right client)

    Form A is the Client plan (which gets filled in first) and this is the link

    http://form.jotformpro.com/form/50336265976968

    I have put a hint over the Field that I would like to use to populate the Whanau Goals field in this one 

    http://form.jotformpro.com/form/50248845849973

    Again I have indicated the filed with a hint.

    Note here that there will be a number of these forms which record each contact with the whanau over time (whanau being Maori for Family) 

    Both forms have the data collected in a Google Sheet (but I suspect that is irrelevant to this exercise)

    Hope that is sufficient

    Cheers

    Waddy

     

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    Answered by Ben on February 04, 2015 at 03:30 PM

    Hi Waddy,

    It would be easy to populate the Engagement Record form directly - if you take the people from the Client Plan form to the Engagement Record form having the thank you page redirect them using this URL: form.jotformpro.com/form/50248845849973?whanauGoals={goals49}

    The only way afterwards to see the data on the jotform would be through the edit link, but doing so would allow your clients to update any data on the jotform itself as they want, and save it as such.

    It would also not be possible to 'draw the data' from the spreadsheet, only to get the submitted data offered through the edit link.

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    Answered by Waddys1 on February 04, 2015 at 08:59 PM

    Hi Ben

    I think the edit link may be the preferred option because the clients don't fill the form out themselves, this is done by the staff member working with them.

    Your first option (as I think you mean) would mean that when the plan was completed they would be then directed go the engagement form which is not how we want it to work.

    The first contact means that we develop a plan.

    The second and subsequent contacts are followups and record what happens during those contacts.

    We just want to have the staff member (and the client) to be able to see what the goal is each time hence the population of that one field each time we open the engagement record so they know all the time what they are working towards.

    The clients are whanau with multiple issues and so if the goals need to be adjusted as we go along that is fine (providing we know what the changes are) 

    Looking at the data there is the Submission ID mentioned by Titus so that looks to me like the key?

    Cheers

    Waddy

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    JotForm Support

    Answered by Charlie on February 04, 2015 at 10:03 PM

    Hi Waddy,

    I'm not sure if I understand completely the whole process, but I believe you would just like to have the Engagement Record form populated based from the unique client who filled out your Client Plan form.

    This is how I understood and would make the workaround.

    1. We have 2 forms, Form A initial plan, Form B would be the form to be used between communication and updates on the progress of the plan.

    2. What we want is to when the Client Plan is filled out we will send email notifications to specific persons that will fill out the Engagement Record Form, let's say Staff1 and Staff2. You can set multiple notifications and have specific recipient for each.

    Here's a sample on how I set it up.

    1.1 I created a notification named "Notifier Engagement"

    2.2 To help organize it in your email inbox, in my end I set the sender name as "Client ID" so that it can easily be identified.

    3.3 Inside the email content, I'll add the pre-populated link of Form 2 or the Engagement Record Form. This means that if Staff1 has a new engagement with this specific client he will then just go to his inbox and look for the initial notification for the Client Plan, he will then use the link given on that email.

    http://form.jotformpro.com/form/50248845849973?clientIdentifier={clientIdentifier}&whanauGoals={goals49}

    To easily organize the notifications in your "Engagement Record" form, you'll just need to use easily identifiable subject lines like IDs so that it can easily be sorted out in your email inbox, like using filters or labels.

    To see how it works, you can clone the edited cloned form that I have: http://form.jotformpro.com/form/50348422010945. Here's the guide: http://www.jotform.com/help/42-How-to-Clone-an-Existing-Form-from-a-URL.

    I hope this helps or at least gives you an idea on how to proceed.

    Thank you.