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    Order Fields for Template in the order they Appear on the Form for Import Data Tool

    Asked by BibleLeagueCanada on June 15, 2015 at 04:56 PM

    Thank  you, Charlie. Unfortunately, we do not use PHP or MySQL. Are there any other databases that can be integrated with jotform? 

    Similarly, it's not just that I need to submit the information from a form into a database; it's MORE that I need to submit the information from a form into a database AND then pull that data into a different form -- is THAT possible?? I.e. if I integrated the form with Google Spreadsheets or something, could I use the information in the spreadsheets on the next year's form for each person?

    import data app import data
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    JotForm Support

    Answered by KadeJM on June 15, 2015 at 06:03 PM

    It seems you want to use our platform with a database to pull similar information that had already previously been entered into other forms filled out by the same user in the future.

    What you could do is export it via a spreadsheet and then later on if you happen to need it further down the road just re-import it with our Import Data App.

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    Answered by BibleLeagueCanada on August 31, 2015 at 01:53 PM

    Hi KadeJM,

     

    I've tried importing with the Data App, but it will only import if the spreadsheet is exactly the same. I need it to be different because I don't want ALL of the fields to be pre-populated, just some of them. Is there a way to map the fields so that only specific ones (or only the ones that have matching field names) can be imported?

     

    Thanks,

    Shannon

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    Answered by Shadae on August 31, 2015 at 04:21 PM

    Hi BibleLeagueCanada,

    When importing data into JotForm, it does not prepopulate the actually form but instead adds this data to your submission data.

    If you would only like to add the data for some of the fields and not the entire form, you would only include the columns for the fields in the Excel file that you are importing. Your Excel columns would only need to follow the formatting provided on the import page.

    Please inform us if you need further assistance.

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    Answered by BibleLeagueCanada on September 01, 2015 at 08:12 AM

    a) this question has come out of an earlier question that I had about prepopulating forms which is why I'm even trying to do it. If the data gets imported into the submission data, will it not then show up on the form if/when a person goes back to edit their responses? For me, that's close enough to prepopulating as I can import all of the data for each person and just provide for them their personal "edit link" which should contain their personalized prepopulated answers.

    b) I tried importing an excel file with just the fields (columns) that I needed, but none of them showed up in the submission data. I will try again later this week, but only if I know that the submission data will be reflected in the forms when a person goes back to edit it--otherwise, this importing is useless to me. I need the forms to be prepopulated for the process to work.

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    Answered by Shadae on September 01, 2015 at 09:36 AM

    Hi,

    When you are importing data into your form, it creates a new submission and is not added to a current users submission, as such the information would not be present in the users form whenever they go to edit the form.

    However whenever you import data into your form, each row of data can creates a new submission with a submission ID which would then allow you to create an edit link for that submission.

    The edit link is in the following format: http://www.jotform.com/form.php?formID=FORMID&sid={id}&mode=edit

    I hope this helps, please inform us if you need further assistance.

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    Answered by BibleLeagueCanada on September 01, 2015 at 10:21 AM

    Is there a way to export the form data from a form so that the formatting matches the formatting that I need to import to? I may still need to update some of the headings, but the two forms I'm working with were cloned from one another so most of it should be the same (especially the fields that I need to import)...

    If I export the form data into an excel sheet, it only exports the visible name of each question rather than the ID that is needed to import correctly and when I try to import a file, there's a template that I can use based on the form that I'm importing to BUT the questions in the template are not in any kind of order which makes it difficult to know which one is which (particularly for some identical questions which repeat several times--i.e. "Results Achieved" in relation to Objective 1, "Results Achieved" in relation to Objective 2, etc.)

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    Answered by Shadae on September 01, 2015 at 11:57 AM

    Hi BibleLeagueCanada,

    Whenever you use the Import Data tool and select the form that you would like to import the data to, you are provided with the format that you would need to use to upload the information:

    If you previously exported the data to an Excel sheet, you can make the edits to that file to ensure that the data is imported in the correct order.

    Please note, even if you are not uploading information to a specific field, you would need to have the column heading but leave the row empty. I do apologize that my previous information did not state that.

    The submission ID would not be uploaded, a new ID is created for each row of information that is uploaded.

    I hope this helps, please inform us if you need further assistance.

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    Answered by BibleLeagueCanada on September 01, 2015 at 12:04 PM

    Hi Shadae, thank you, but I'm not sure that you understand my question. Because some of the questions are identical in name, it's impossible to determine which columns are associated with which of those questions.

    Exporting a file results in a file that has been exported with the questions as they appear on the form, in the order that they appear on the form.

    You will find that if you compare the template (like the one you provided a screenshot of) with a corresponding exported file from the same form, provides all of the same columns but not in the same order. If the questions are labelled differently, this doesn't make a huge difference because you can usually figure it out and replace the actual question as it appears with the header content provided in the template BUT if the questions are not different (i.e. if there are 10 questions that all just appear as "Results Achieved" in the exported file but are labelled in the template as "158_Results Achieved" and "36_Results Achieved" but are not listed in the same order, then there is then no way to make the appropriate changes to the exported file because it's unclear which question is which in the template.

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    Answered by Shadae on September 01, 2015 at 01:30 PM

    Hi BibleLeagueCanada,

    The number that is placed in front of the field name represents the field ID:

    You can match the field names in the template to the ID associated with the field:

    https://www.jotform.com/help/146-How-to-find-Field-IDs-Names 

    This will allow you to determine which field belongs to which column.

    Please inform us if you need further assistance.

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    Answered by BibleLeagueCanada on September 01, 2015 at 01:50 PM

    Thank you, Shadae.

    Your suggestion makes it possible to properly map the fields, but still very very very time consuming. There are 121 fields on my form that I will now need to find and re-label.

    Is it possible to submit a request to the development team to update the Import App so that the template is ordered in the same way as the form itself, rather than ordered randomly or however it is currently ordered (which doesn't seem to be by field ID or by the order of the fields in the actual form)?

    I appreciate that you have provided me with something of a solution, but the reality is that this solution is far more difficult and cumbersome than it should be. You have an export option and an import option--wouldn't it make far more sense if those two things matched one another???

    Thank you.

     

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    Answered by Shadae on September 01, 2015 at 03:23 PM

    The process of exporting the data from a form is different than the process of importing the information. The export option is just downloading the information that has been received in the order that the form currently is arranged.

    The form ID numbers are based on the order that the fields are created on the form, so for example if you create field and move them around, the ID would not be in the order that the fields appear on the form.  The information provided when importing has to be mapped to each field, hence why the field IDs have to be taken into account to have the information imported to the correct field.

    I have sent a request to our development team regarding your request for the order of the fields. Please note that we are not able to provide an ETA for when this will be implemented.

    Any update on this issue would be posted to this thread.

    Please inform us if you need further assistance.