What is JotForm?
JotForm is a free online form builder which helps you create online forms without writing a single line of code. No sign-up required.

At JotForm, we want to make sure that you’re getting the online form builder help that you need. Our friendly customer support team is available 24/7.

We believe that if one user has a question, there could be more users who may have the same question. This is why many of our support forum threads are public and available to be searched and viewed. If you’d like help immediately, feel free to search for a similar question, or submit your question or concern.


  • Profile Image

    Email Notifications: How to send emails to a list of people, but each email is sent to each people in the order they are in the list?

    Asked by sfaxa on May 06, 2016 at 04:13 PM

    Is there a way to assign each form submission to an employee in my organization?  For instance, we employ the following people:

    Derrick

    Ashley

    Shelby

    For each form submission, I want to assign one employee to follow-up.  So the first submission would be assigned to Derrick - the second to Ashley - the third to Shelby - the fourth to Derrick... and so on through the list, starting over each time the end of the list is reached.

    Is this possible with JotForm???

    Thanks!

    Page URL:
    http://www.sfaxa.org/orientation

  • Profile Image
    JotForm Support

    Answered by BDAVID on May 06, 2016 at 05:29 PM

    What you can do is to create different email notifications for each employee, and include the edit link on each notification, so the employee can continue with the form: http://www.jotform.com/help/25-Setting-Up-Email-Notifications 

    Then create conditions to trigger those notifications based on a selection. So, in your form, the submitter has to choose to whom the submission will be sent to.: https://www.jotform.com/help/167-How-to-Send-Email-Based-on-Selection

    Let us know if you need more help.

  • Profile Image

    Answered by sfaxa on May 26, 2016 at 02:52 PM

    Thanks for the thoughts.  It's not quite what I'm after.  We participate in trade show type promotional activities.  At these trade shows, we can have up to 5 promoters working at any given time, each collecting contact information.  That contact info is then directed to office staff to follow-up.  There can be an unlimited number of office staff.  We would like for the contacts collected to be split evenly amongst the office staff.  But this presents a real challenge as there will be several people actively assigning contacts to office staff at once.  Any suggestions?  Thanks!

  • Profile Image
    JotForm Support

    Answered by Kevin_G on May 26, 2016 at 06:07 PM

    I was trying to find a way to achieve this, but I could not, although you can send emails to different recipients based on selections, or just send emails to multiple recipients, there is not a functionality that will achieve exactly what you're looking for.

    Currently the only way to achieve this will be following the steps given above by my colleague or sending all the emails at the same time to all the recipients. 

    A way to achieve this would be filling the email where email should be sent with custom Javascript codes, you will need to save the email where the last email was sent in a database as well, so you will know who received the email. 

    I will also try to find an app to make this easier and if I find something, I will ensure to let you know here. 

     

  • Profile Image

    Answered by sfaxa on May 26, 2016 at 08:27 PM

    OK, For now i've set up an integration with Google Sheets.  I created a second sheet in addition to the sheet that contains the form responses and used the UNIQUE() formula to create a list of office staff who've been assigned to form submissions already.  Then I used the COUNTIF() formula in the next column to show how many times that office staff member has been assigned to a submitted form.  Then I published that sheet only as a web page and have embedded it via an iframe into a Text field in my JotForm.  There seems to be a lag in updating but it's the best solution I've come up with thus far.

     

    Thanks for your help!

  • Profile Image
    JotForm Support

    Answered by jonathan on May 26, 2016 at 10:14 PM

    Thank you for sharing to us your great workaround. We appreciate it. :-)

     There seems to be a lag in updating but it's the best solution I've come up with thus far.

    In my experience, I have encountered this lag as well. Its on the Google docs side.. so there is nothing much we can do for it at this time.

    It is good that you used a second sheet to do all the data manipulation because using the actual submission sheet of integration can break the integration process.

    Contact us anytime should you need further assistance.

    Cheers

  • Profile Image

    Answered by sfaxa on May 26, 2016 at 11:05 PM

    I have encounterd an odd behaviour but cannot link it to a specific cause right now.  3 times i've had my second sheet disappear from my file.  it's there working as expected one minute... the next, it's gone.  it seems to be after a time of disuse perhaps.  have you guys encountered anything like this?

    also, i found a workaround for the time lag.  i'm no longer using Google's native embed feature as I also found the same that you said... the lag is on their side and can't be fixed.  however, i'm using Awesome-Table and the lag has disappeared!  data is updated immediately which means I have real-time data (or very close to it) for all my promoters simultaneously.  Yay!

  • Profile Image
    JotForm Support

    Answered by Kevin_G on May 26, 2016 at 11:12 PM

    I have moved your report to a separate thread, so we can assist you better, it can be reached on this link: https://www.jotform.com/answers/848275

    It is good to know that you found a way to achieve that, and you found a way to update your data instantly. 

    We will assist you with your other report on the thread linked above.