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    Some Fields are not Shown on Email Submission/PDF

    Asked by gerryskews on November 16, 2015 at 04:49 AM


    I produced a food safety form that is designed to assess risk at certain steps of a food production process.

    On completing the form online it works without difficulty however, when submitting the form by e-mail many elements of the form are excluded which is a major problem.

    As an example Selecting a process, then a risk (such as Biological > Clostridium Botulinium) three fields correctly appear (Risk, Control and Corrective Action) but they do not appear in the e-mail or the PDF which is rather a critical issue for me as our legal responsibility is to show that if a risk exists what controls, standards and action are applied to reduce or eliminate the risk

    Any urgent help would be greatly appreciated, the form details are shown below and a screen shot of what is actually received. I thought I had checked this before I wrote the form...

    Best regards

    Gerry Skews



    Page URL:

  • Profile Image
    JotForm Developer

    Answered by mert on November 16, 2015 at 08:56 AM

    Hi Gerry,

    I think the problem is causing from the option called "Auto Hide Empty Fields". Since you didn't make some of your fields required, this option hides the empty fields on email submissions and PDF format of submissions.


    To disable "Auto Hide Empty Fields",

    1) You need to select desired form, then click "Edit Form".

    2) On "Form Builder", disable the "Hide Empty Fields on Emails" option in the "Properties".


    Please, try this method and let us know the results.


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    Answered by gerryskews on November 16, 2015 at 09:46 AM
    Thanks for getting back to me on this. Really appreciate your help.
    I have tried what you suggested and unfortunately it doesnt seem to
    I cant really figure out why it doesn't work, I will try unhiding some
    of the queries but that will make the form very cumbersome indeed.
    Any other suggestions ??
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    JotForm Support

    Answered by abajan on November 16, 2015 at 12:38 PM

    Hi Gerry,

    Those "fields" aren't really form fields in the strictest sense. In other words, they don't contain form controls like text boxes, drop downs, radio buttons, check boxes and so on. They are just HTML/text elements and whether hidden or not on the form, they will not be shown in email notifications unless they are manually inserted. Now, assuming you would only want each of them shown in the email if it is visible at the time of the form's submission, you would need to have a separate notification for each such text element. That would entail creating a Send an E-mail After Submission condition for each notification:

    or your Conditions Wizard may look like this:

    To better explain the procedure, let me work on a demo based on a clone of your form and get back to you.


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    Answered by gerryskews on November 16, 2015 at 03:45 PM
    Massive thanks for your help on this.
    There is another way if I could figure out how to print the form to a
    file rather than e-mail it. All the text fields appear just fine when
    the form is being filled in but are not inlcuded in the email, if I
    print it or print it to PDF then its fine, but I need to embedd it in a
    word document and so I need it in text or rich text. I could then embed
    it in the document and paste it into an e-mail for distribution.
    Having said that I cant figure out how to print to a txt file from
    Windows 10...
    If you are able to figure it out using your approach then that would be
    great. I feel a bit like a plonker for not trying it out before spending
    so much time on developing the logic.
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    JotForm Support

    Answered by abajan on November 16, 2015 at 06:21 PM

    Hi again,

    Upon searching the internet (googling) I found this free online tool to convert PDFs to Word documents and several others were returned in my search results. As to embedding the converted file into another Word document, please have a look this PDF and the following video:

    There are other videos about merging multiple Word documents. Would this procedure of converting the PDF into a Word document and then merging it with another Word document work for you?