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    Can the PDF attached to an email reflect the fields selected in email notification?

    Asked by csnow on June 09, 2016 at 04:03 AM

    I have created a form and would like specific fields and information to go to specific email addresses.  When I change the email notification layout, I cannot hide empty fields and the attached PDF, while it does not contain blank fields, contains all the fields not the ones I specified in the email notification.  Is it possible for me to either have the email notification with the specified fields to hide the empty fields or for the attached PDF to display only those fields specified in the email notification template?

    email notification selected attached email
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    JotForm Support

    Answered by Mike_G on June 09, 2016 at 04:40 AM

    "Hide Empty Fields on Emails" is, by default, enabled on forms. However, it only works using the default email notifier. Meaning, if the content of the email is edited or changed from its default content it will no longer work.

    With regards to the content of the PDF copy of submissions(Attached PDF), you can select the fields to be included in it in the submission page

    I hope this helps. Let us know if you need any further assistance. Thank you.

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    Answered by csnow on June 09, 2016 at 07:36 AM

    I have four different email recipients, each of whom I would like to receive different fields and different sections from the form.  As I stated, I can do this via the email notification but the recipients will get many blank fields, and the PDF that is attached has all the information.  Is there no way for the attached PDF to match the fields I have selected from the email notification? I think editing in the PDF submission will take too much time and it doesn't seem to allow me to customize for each recipient.

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    JotForm Support

    Answered by Nik_C on June 09, 2016 at 09:13 AM

    Unfortunately, PDF is automatically created upon submission and it is consisted of all fields from the form no matter if they are filled or not.

    I'm afraid that you will have to try to do that by editing submission. I'm not sure how your submissions need to go, but you could create few notifiers and use, maybe, conditions on how they will be sent.

    Each submission could be created to hold only certain fields, which you are already aware of.

    Could you please provide us with a workflow of your mailing so we can try to find a workable solution for you, if what I proposed doesn't suit your needs?

    Looking forward for your answer.

    Thank you!

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    Answered by csnow on June 09, 2016 at 10:09 AM

    You will notice on my form that I have several sections.  I want one person to receive all the data from all sections - that is not a problem because the attached PDF does not include empty fields.  However, I want another person to receive the information from the Religious School section if the parent indicates that he/she is registering a child in the school.  Many of the fields in this section are prepopulated from the Family Information section where there is a question asking a parent if he/she wishes to enroll their child in the school.  If not, these fields are blank.  As you can imagine, it is likely that many of the fields will be empty.  Similarly for the Sr. & Jr. BeShty sections - I want a third person to receive this information.  Again, a parent indicates that he/she wants to enroll his/her teen in this program.  If so, fields are pre-populated and then the parent completes the rest.  I do not want these last two individuals to get the financial information from the Member Renewal section or the Payment Summary page.  Makes sense? 

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    JotForm Support

    Answered by Charlie on June 09, 2016 at 11:49 AM

    Unfortunately, the PDF submission can only have ONE layout.

    You have two options in the PDF submission:

    Option 1: You can use the default PDF layout generated by our system, this one automatically hides empty fields based on the setting you have set in the submissions page.

    It also has the ability to auto adjust the layout based on the content of your submission.

     

    Option 2: You can customize the PDF layout of your submission. However, this creates a FIXED layout, similar to a printed paper layout. This means that it will NOT auto hide empty fields and will NOT auto adjust the layout based on the content of the submission. You can find the "Customize PDF" option under the "PDF button in your submissions page. Once you created a customized PDF layout, it will be applied to all of the submissions in that specific form.

     

     

    In your case, we do not have a feature that will meet what you would like to accomplish. We do not have any feature that let's you create multiple PDF layout for each recipients you have. This is because PDF layout is NOT dependent on your email templates, they are separate elements of the form builder.

     

    What might be possible is to allow your users to print the email notifications/autoresponder that they received as a PDF file.

    I hope that helps.

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    Answered by csnow on June 09, 2016 at 01:34 PM

    Thank you for your time.  If you could develop a feature to hide empty fields in a custom email notification layout, that would take care of the problem rather than having this feature only for the default, non-customized email notification.  I do not have to have the responses in PDF format.

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    JotForm Support

    Answered by david on June 09, 2016 at 03:39 PM

    Unfortunately, the data table needs to be locked in order to use the hide empty fields function.  I do not believe this is something that will change any time soon.