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    How to create a new entry, prepopulated with a previous submission's responses?

    Asked by BxClinic on September 29, 2016 at 06:33 AM

    Hi there,

    We use our Jotform account for creating medical prescriptions, and some of them are quite complicated!

    Sometimes we need to make small changes to prescriptions.

    I'd like to be able to let clinicians create a new prescription for a patient, but prepopulate it with the data from the patient's last prescription. That way it'll be easier for them to make the small modifications.

    It's important that we won't just edit the existing prescription.

     

    Any ideas if this is possible?

    Thanks,

    James

    create responses previous submission entry
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    JotForm Support

    Answered by Nik_C on September 29, 2016 at 11:04 AM

    I might need some clarification on this, just so we are on the same page. So you would like to prepopulate prescription form, now, since all prescriptions are different, my opinion is that the best way for you to do this is to go to Submissions and Edit submission(prescription) and send again. What is good in this way is that we recently introduced send on edit email so your clients can receive that edited prescription. 

    Here is how you can do that:

    1. Go to your Form Builder and Email:

    2. Then create Autoresponder for your clinicians:

    3. Set that Autoresponder includes the Edit link so your clinicians can edit submission and change what they need:

    4. Also, enable Send on Edit option so the email will be sent when they edit the prescription:

     

    Bottom line is, your clinicians can open these submissions, change what they need and send again.

    Hope that this could work for you.

    Please let us know if you need further assistance.

    Thank you!

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    Answered by BxClinic on September 29, 2016 at 11:26 AM

    Thanks for the quick and comprehensive response.

    I did consider this as an option, but unfortunately it won't work for us :-(

    There's a field on our form which generates a unique number (the prescription number), and when clinicians need to modify a prescription we need a new number: editing the submission won't give us a new number.

    So, what I really need is the ability to create a new entry, but to load it (pre-populate it) with a previous set of responses, and just change the bits that need changing.

    I hope that makes our situation a little clearer

    Many thanks

    James

     

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    JotForm Support

    Answered by Nik_C on September 29, 2016 at 12:38 PM

    You're welcome!

    Well, the problem is how to show data in those prescriptions. Only way to have a new form with a new prescription  number is to Prepopulate fields by using Custom URL. That way you will have completely new submission but it will require you to use that form where Thank you page will be a new form. It is confusing a bit, but that's the only way to pass the values. But the problem is that it is related to a particular submission.

    Is there any way to modify that unique field, to change it on every edit, so you can use the Edit submission way that I presented earlier. I couldn't think of any better way at the moment?

    Thanks.

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    Answered by BxClinic on September 29, 2016 at 01:12 PM

    Cheers again - you're right, the only simple way of doing this is to edit the submission.

    But, editing the submission, even if I manually assign a new prescription number, will over-write the previous submission, which is something I'm keen to avoid.

    If I can "Clone" the submission first, that would solve the issue. Would it be possible to request a new "Clone Entry" feature in the submissions table. After cloning, we could edit the new one.

    But again, this would be dangerous, as a new prescription ID would have to be allocated at the time of cloning. The ID of the form I'm describing is "42813074418958"

     

  • Profile Image
    JotForm Support

    Answered by Nik_C on September 29, 2016 at 03:01 PM

    That is a good point.

    I have another idea, I'm not sure if it will work for you. Still, Editing submissions will be the way. But now we can place one radio button field that will say, for example: Updated prescription? Yes - No and your clinicians can say yes, do the changes and since they choose Yes we can use that in conditions and change the prescription  number.

    I'll try to illustrate:

    1. We place this field that will be hidden:

    2. And that field will be shown on editing:

    3. With Conditions, we can say if Updated prescription is set to yes add something to Prescription code:

    What I probably overlooked is if those prescription IDs can be random, I mean, is it necessary to have them in some order or not? 

    Also, we should have some random values there that will be always different. 

    If something like this could work for you please let me know so I can check further.

    Thank you!