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Hidden fields appearing in notification emailAsked by NRCsupport on October 29, 2015 at 09:42 AM
My form has a number of hidden fields at the end. These fields are being shown in the notification email, despite the fact that I have the preferences set to clear hidden fields on submit, and to exclude empty fields from the email.
Does the option to clear the fields only apply when the fields have been hidden by conditions rather than being set as hidden in the original form?
Is this kind of settings are working before? You have 100+ submissions in the form so I'm wondering. Because as far as I know, the "Hide Empty Fields on Emails" will only work when there's no default value in the field - as if the fields are shown and not being filled.
As for the "Clear Fields on Submit", this will only work for conditional logic. As noted in the settings "Clearing values of conditionally hidden fields.". The fields are hidden via the option in the context menu.
To fix this, I would suggest removing the default values.
Unfortunately I can't remove the default values from the fields. They are effectively constants used within the form. We run several events regularly every year, so I need to keep updating the form to include the section to enter for whichever event is current. In the past I had to go through the form hiding and showing various fields as we went from one event to another. To simplify this task, I've recently added one of these constant fields called "event", which I set to "walk", "bbq" or "quiz" depending on which section of the form should currently be used.
The settings of these fields are never seen by the user and are of no interest to the user, and I feel that they are confusing in the response email. Previously I used many different response emails depending on what combination of replies the user gave, and these emails only contained the relevant fields. A short while ago all my conditions and emails vanished, and I have been rebuilding things. I'd like to avoid having to recreate all my emails, and would like to use the standard "locked" list so that unfilled and hidden fields are automatically excluded.
What I would really like is the ability to define run-time constants that can be referred to like a field within the calculation widgets, but that are not regarded as fields in the email genertion. They probably should be included in the saved submissions.
Unfortunately that would not be possible, at least not in the way using the default emails.
The only way to do so would be to recreate the email notifiers as they were set before.
Now if you did not make a lot of changes since your emails got removed, you should be able to revert back to that version of your form: How to View Form Revision History allowing you to quickly get back everything.
I would just like to mention that if you happen to experience something similar on any form, to check the revision history tool mentioned above, but also to let us know of the same so that we can make sure that it does not happen (as it should not).
The easiest fix might be to have the fields shown on your form and then hide them with the conditions. Since they are at the bottom of your form they would not be seen by your visitors, while in the same time, they should be cleared out when you submit the form - allowing you to have the proper fields shown on the form and without them being shown in the emails.
The setup I would go for would be to hide them if the required field on the first page is empty and if it is filled out, making sure that it is always hidden:
Or alternatively, just add the "hidden" fields to the new page which should not possible to come to next to the above steps.
You can see this setup here: https://form.jotform.com/53021723645954
You can clone the same form to your account so that you do not need to apply the changes or to allow you to check out how it was done by following these steps: How to Clone an Existing Form from a URL
Do let us know how the suggestion above works for you and if you happen to have any questions along the way :)
Sorry, that would not work for me. Those hidden fields must be preserved in the submitted data, so that the user can use edit_link to edit the submission. The form would not display correctly if those values were not available
OK. Understood. In that case, you would need to manually edit the emails to not include those fields.
You can then try to lock the email template if all you do is to remove few fields from the same, allowing you to not send the empty fields, otherwise as mentioned above you would need to edit and keep the edited email as it is.
It does not seem to be possible to lock the email template with some fields removed. Locking it just puts them back in.
For the time being I shall just put up with those fields being shown in the emails, as it is much more useful to be able to automatically exclude other hidden or empty fields.I still feel that it would be very helpful to have some way of excluding specific fields from the emails if they are hidden but not empty.
As I have said elsewhere, these fields are really run time variables. They are used to control the logic of the form, but their values are of no interest to the user or anyone else.What we need is some sort of widget which creates a name and associated value, and the name can be used in conditional expressions or calculations just like a field name - but it is not a field, and is never shown in the email or on the form in data entry mode.
I'm sorry for any inconvenience this have caused you. However, if that is the case, the only way you can make the hidden fields not appear in the email notifications is by removing them manually from the email template, like what my colleague, Ben, have explained above.
Regarding your requests,
I still feel that it would be very helpful to have some way of excluding specific fields from the emails if they are hidden but not empty.
What we need is some sort of widget which creates a name and associated value, and the name can be used in conditional expressions or calculations just like a field name - but it is not a field, and is never shown in the email or on the form in data entry mode.
I have created a feature request for each of the request which you can view by clicking the links below respectively.
Add a "Hide hidden fields on emails" option. - http://www.jotform.com/answers/694608
Widgets that can hold values that can be used in calculation or conditions but will not show like fields on forms - http://www.jotform.com/answers/694611
Should you have any other questions or concerns, please feel free to let us know and we will be glad to help you. Thankyou.
Thanks very much
You're quite welcome. If there's anything else with which you need assistance, please inform us.