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    How do I allow certain users to access hidden fields?

    Asked by CHENW on February 03, 2016 at 12:47 PM

    I'm creating a research evaluation procedure where applicants submit their proposals through jotform and a coordinator will receive an autoresponder with the edit link to the applications in order to update application status throughout the evaluation process. 

    In the application form, these three fields are hidden from all applicants: assigned application #, application status, and last updated on (date). When I used the edit link to enter the applications online, all I had to do was to scroll down to the bottom of the page and updated them because they were visible to me.

    Unfortunately, after I changed the autoresponder recipient to our coordinator, who does not have authorship of the form nor has access to jotform, the hidden fields are not visible to her. 

    Is there anyway I can make those hidden fields visible to her so she can update them?

    hidden administration field coordinator fields
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    JotForm Support

    Answered by BJoanna on February 03, 2016 at 03:00 PM

    Is this the form you are working on: https://form.jotform.com/wnmu_forms/wnmu-irbapp?

    Possible workaround would be to create one additional text field above hidden field, you can name it for example Application Code. Then you can set condition to show hidden fields if Application Code field values is equal to example test123. Then you can provide code to your coordinator and she will be able to see hidden fields when she enter correct code.

    I have cloned your form and added one additional text box field and set condition like this.

    Here is my demo form: https://form.jotform.com/60335610722951 

    Feel free to clone it.

    Hope this will help. Let us know if you need further assistance. 

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    Answered by Wen-chi on February 03, 2016 at 03:17 PM

    What a brilliant idea! I know what to do now. Thank you very much!

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    JotForm Support

    Answered by BJoanna on February 03, 2016 at 04:32 PM

    You're welcome.

    Feel free to contact us if you have any other questions. 

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    Answered by CHENW on February 03, 2016 at 05:52 PM

    I do have a follow-up question. The application code switch works wonders. However, after I added that function, my hidden fields stopped working. All three of them were supposed to have values entered through the form automatically. 

    Before I added the code switch, the IRB App #, status, and date were generated automatically. Now no matter what I do, they are blank. 

    What should I do?

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    Answered by CHENW on February 03, 2016 at 08:42 PM

    Okay. I tested some more. Here is what happened. If I add the code switch to allow the coordinator to unhide the three fields, the form will disable those three fields. This doesn't work. The editing process also triggered the application form to resend all autoresponders and notifications to related parties, not what I'm looking for.

    ----------------------

    Eventually, I decided to prepopulate a form B to store only application status information when form A (the application) is submitted. This will allow the coordinator to edit form B without messing the data in form A.

    I had to redirect applicants through form A Thank You page. The applicants now have to Submit the prepoluated form B for no good reasons. If there is a way for jotform to automatically generate a form B when form A is created, please let me know.

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    JotForm Support

    Answered by BJoanna on February 04, 2016 at 04:09 AM

    One of emails that I received from you have link with table report and it seems that you have edited your post. Inside of that report you have only last three hidden fields from your form.

    I did some additional testes on my cloned form, but I was not able to replicate mentioned issue. On my tests hidden fields were populated based on conditions from your form. Even when I used edit link and resubmitted form values from hidden fields were shown inside of my report. 

    Please check your form setting and make sure that Clear Hidden Field Values is set to Don't Clear.

    Also if you don't want that Autoresponder is sent on edited submission un-check Send on editing submission option.

    If you don't want that Notification is sent on edited submission, you can make it conditional. For example you can set that notification will be sent only if Application Code field is empty. This way when coordinator edit your form and enter Application Code Notification will not be sent.

    I have moved your other question to separate thread and we will provide you an answer there shortly. http://www.jotform.com/answers/764299 

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    Answered by CHENW on February 04, 2016 at 10:53 AM

    Thank you! I found the "Don't clear" option yesterday. It didn't work for me yesterday but it worked for me today. How strange!

    A minor issue: Upon edit, the coordinator gets another Edit link notifier and "New IRB application notification" - Can these e-mails be disabled when the coordinator edits the form? If not, that's fine. I'm quite satisfied with the outcome already.

    Really appreciated your assistance! 

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    Answered by Ben on February 04, 2016 at 12:28 PM

    I am glad to hear that it is working for you now.

    Now since the new question is not on the same subject as your original one, I have moved it to a new thread here: http://www.jotform.com/answers/764662 where we will be assisting you shortly.

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    Answered by CHENW on February 04, 2016 at 12:30 PM

    Oh my goodness, this thing just grew and grew. Thanks!