How can I create a document with user's submission and send email to them?Asked by jlowton on November 16, 2016 at 08:02 AM
Currently we have users fill out a jotform and the data goes into a Google Spreadsheet. Then the add-on AutoCrat takes the data and creates a document based on a template. This document is automatically emailed with Google Drive share settings allowing the person to edit/print the document.
There are too many pain points for error and we are unable to use any collected electronic signatures in the final document.
What method do you recommend to replace this current workflow?
I have checked your form and cloned it to my side. I integrated the form with my Google SpreadSheet and in the Google SpreadSheet, I used AutoCrat to test the email option of it with Google Drive share settings as you mentioned above. I didn't replicate any issue during these processes. I also collected signatures in my Google SpreadSheet.
I need more details about your issue. First, is the final document Google SpreadSheet? Second, could you please provide more details about your errors that you get?
On the other hand, my recommendation is to use AutoResponder Email for submitters. You can add Edit Submission Link and PDF version of their submissions to this email. Submitter can edit their submissions and print PDF version of their submissions in this way.
Please have a look at the following guides:
You can still use Google SpreadSheet to store your submission data, too.
If you need any further assistance, please don't hesitate to contact us.
AutoCrat does not recognize when data from JotForm hits the Google spreadsheet. It only does this for Google Forms. It also only likes the owner of the job to run it manually. So, I am forced to set a time trigger (the minimum time is an hour) which does not always work - and why should someone wait an hour to get their document? I am merging the data into a template that produces a Google doc that is emailed to the person submitting the form.
AutoCrat also runs once per row, which is great... however, if someone has edited through JotForm the new data is not recognized by AutoCrat. As owner of the job, I now have to go in and trick it by deleting several fields of data and run the job manually.
I am looking to have users submit data into JotForm, have that data populate a document (a template I create), and have that document sent to the user immediately. I'm searching everywhere for this and can't seem to find a solution - I can't be the only one that needs this, what am I missing?
Thanks for your assistance.
We have the "Customize PDF" feature. That allows you to create a template for your submissions PDF file. Any edits or changes on the submission data will reflect once the PDF submission is downloaded again. Here's a guide about it: https://www.jotform.com/help/384-How-to-Customize-PDF-Submissions-Report. The PDF submission file can be added in the email alerts.
Other than that, I believe we do not have other direct features or apps in JotForm that allows you to create a document based on the submission.
The other way that I see this possible is by using a PHP script or a Webhook script. I am not sure if you are looking specifically for a Google Doc, or as long as you can create a .doc file that should work?
So far, the only way I can think of that this is possible is on a developer level. Here's how I will set it up just in case:
1. I will create a PHP or Webhook script that will fetch the submission data via POST method and create a document.
2. The PHP scripts will be added in the "Thank You" page or in the Webhook Integration.
3. Once the user submits the form, a file is created on your server.
4. An email that includes the link to the file will be sent to the user.
5. Now if the user uses the edit link, then the PHP scripts should still trigger.
I hope that helps.