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Jotform Tables: Essentials and features

Jotform Tables automatically turns the information collected from your online forms into a project management and automation workspace.

Here, you can use your data to perform complex calculations, track the progress of tasks, create visualizations, analyze your data, collaborate with your team, and organize workflows.

Jotform Tables: Essentials and features

The evolution of today’s workflow:

Spreadsheets vs Tables

Traditional spreadsheets, with their computational and analytical capabilities, still have their place.

However, no-code tabular workspaces have become the go-to because they are better suited to today’s workflows, such as handling diverse types of data and multiple tasks, automations, and projects all within the same app.

What spreadsheets do What a no-code Tables workspace helps you accomplish
Column & row flexibility Perform accounting-driven computing and formula-based data analysis, primarily for numerical data. Store and manage every kind of data (text, numbers, attachments, PDFs, photos), both from your form submissions and any ad hoc entries you make.
Team collaboration Allow data to be overwritten by users with editing permission. Share your workspace via email invite or link. Assign individuals to corresponding tasks with an automated notification; set not only access but data privacy levels.
Data sharing and management Require the use of third-party tools or integrations to share and manage data. With just one click you can
  • Funnel your data directly to the cloud, your CRM, or a project management solution
  • Email your form submitters and/or have them update their original form submissions with prefilled information
  • Send PDFs and share updates right from your workspace
Report generation Generate charts within your sheets based on your data. Generate customizable charts of your table data (numerical and non-numerical) at the touch of a button. Download reports as custom PDFs for presentations.
Revision history Allow you to recover previous versions only if your software has version/file history enabled or you pony up for expensive data recovery software (with no guarantees). Check recent changes, access deleted entries, and/or restore previous versions of your workspace.

With Jotform Tables, you can use submitted responses from other online forms to populate new tabs within your table. Further customize your workspace by adding new views, adding or hiding rows and columns, and searching your data for quick identification and grouping.

It seems like every month (or week) we hear about a new data breach. Now, more than ever, you need to protect your data and your customers’ data.

So while most workspaces can be shared with anyone through email invitation or link, Jotform Tables has safeguards in place that let you

  • Monitor who has access to your data
  • Determine what those with access can do with your data
  • Control how long they have access to your data
Jotform Tables has safeguards in place

With all of these features built in, Jotform Tables is redefining how teams collaborate and how projects are managed, ultimately helping your organization be more productive.

Let’s jump in to discover why Jotform Tables should be the foundation of your new project management workspace.

How does Jotform Tables work?

Whenever someone completes your form, their submission automatically populates your associated Jotform Tables workspace. Using the features within Tables, you can turn that data into polished PDFs, build professional reports, assign tasks to other stakeholders, email customers who filled out your forms, and more.

Action Buttons even allow you to instantly send your data to your chosen third-party software solution thanks to Jotform’s built-in integrations.

You and other stakeholders with access to your tables are able to create new columns and enter information directly without altering the original form submission data.

This helps you collect, manage, and track different data formats — from email addresses and phone numbers to customer service ratings and file attachments — in a single workspace without being bound by the limitations of a traditional spreadsheet.

How does Jotform Tables work?

You can import data from existing Excel worksheets and download your Jotform Tables data as a spreadsheet, PDF, or CSV file.

Plus, it’s easy to look up specific submissions and/or filter searches by submission date, update date, submission ID, or any other field that appears in your form or newly created column. Just use the search field at the top of the page

And don’t worry; you can type new information into your workspace without compromising the integrity of the data gathered through your online forms.

Jotform Tables, combined with our suite of complementary tools, is a central piece of a comprehensive workflow automation solution.

Your team will get work done quickly and efficiently without relying on manual data entry or other software tools.

How to access Jotform Tables

As mentioned earlier, any submission data you receive through your forms automatically creates a table behind the scenes so you can easily organize and manage your data.

That said, there are a number of users — over 200,000 in fact — who create new tables, exclusive of a form.

As a result, we’ve made it easy to access Jotform Tables however you choose to use it.

To view your Jotform Tables workspace for submitted responses from one of your online forms, go to your My Forms page. Select an existing form and click on Submissions near the top of the page.


To create a new table that isn’t connected to a form, access the My Tables page from the dropdown in the upper left hand corner.

My Tables page

From your My Tables page, click on the Create Table button in the top left.

From there, you can create your new table by either starting from scratch (manually enter your data), selecting one of our table templates, or importing data from a file created in another program.

Create Table

Jotform Tables team sharing overview

Getting everyone on the same page is important when you’re working on projects that require a lot of team collaboration, such as apps, marketing campaigns, fundraisers, and launches.

Plus, when your collaborators are able to use the same automations you do, it increases your team’s efficiency.

Being able to collaborate with your team or stakeholders in a centralized workspace — that they can access at any given time — is a huge benefit. And being able to control what they can do within that workspace is even better.

In Jotform Tables you can share your customizable workspace and retain control over each person’s level of access.

Jotform Tables team sharing overview

The workspace — and the individual rows and tabs within it — is shared through a dedicated link or customizable email invitation.

Share modal

To ensure a higher level of data security (and privacy), you can determine who can access your workspace, what they can do there, and when their access should be cut off.

Just click on the Share Settings link in the Share Table popup.

Share Settings

Users will have varying levels of access to your workspace based on the role you select for them.

Did you know?

Of the users who share their tables, most choose the Public Table option, so that everyone has read-only access to the table. The Company Access and Private Table options are evenly split in terms of usage.

Once you’ve shared your table with a stakeholder, you’ll notice that the My Tables page now gives you a bird’s-eye view of who has access to your workspace.

Bird’s-eye view of who has access to your workspace

To learn more, check out this deep dive on how to collaborate by sharing your submission tables.

Jotform Tables feature highlights

Apart from organizing submitted form information in a table format, Jotform Tables enables you to create a customizable workspace, automate tasks, control how your data is displayed, and more.

We’ll get to everything the platform has to offer (there’s a lot!), but here’s a skimmable rundown of some additional workspace capabilities that demonstrate how you can do more with your data.


The days of relying on siloed workflows or multiple solutions to automate your workflows are over. Jotform Tables is a powerful component of an automated ecosystem that ultimately turns your data into actionable insights and allows you to organize, analyze, and share data with your team.

New Tables features and updates

Jotform Tables offers more than your typical spreadsheet.

But what does more mean?

One answer is team productivity. Spreadsheets are notoriously tough for teams to manage. Data can easily be lost as multiple people make changes, and it’s often difficult to track what’s been altered. In fact, roughly nine in 10 spreadsheets contain errors(Thorne, 2024).

With Jotform Tables, efficient collaboration and accurate data are baked in. It’s easy to share your data with teammates and just as easy to limit access for specific collaborators. Tracking changes — and reverting your table to previous iterations — couldn’t be simpler. Plus, Jotform developers consistently look for ways to boost team productivity even further. The result? Three new Tables features to do just that.

3 new team productivity features for Jotform Tables

New collaboration features for Jotform Tables increase your ability to control the data teammates can view or edit, provide greater flexibility when adding new columns to a table, and bring the Jotform Sign Audit Trail feature directly to your tables.

Reset Columns

Reset Columns

The Reset Columns feature reconnects your table to its form and enables the addition of custom columns that boost collaboration.

  • Reset and restore the connection between table and form.
  • Keep submission columns and custom columns separate.
  • Retain custom columns after reset.

Lock Column and Lock Filter

Lock Column and Lock Filter

Lock Column and Lock Filter features lock data in place so it can’t be edited by collaborators with edit access.

  • Collaborate with fewer data entry errors.
  • Keep filtered data viewable as long as needed.
  • Lock select columns or an entire table.

Jotform Sign doc download

Jotform Sign doc download

Download Jotform Sign documents in Jotform Tables, either with or without an Audit Trail, so your team can collaborate in one workspace.

  • Download Sign docs as PDFs with or without Audit Trail.
  • Download Sign data as a CSV or Excel file from Tables.

Let’s take a look at how to add these three new features to any one of your tables, starting with the Reset Columns option.

Reset Columns

All of Jotform’s products are connected. One prime example is Jotform’s core product — its forms — and Jotform Tables.

After all, every form submission is automatically stored in a corresponding table. By default, each form element becomes a column header in Tables. In the past, when users added custom columns, this eliminated the synchronization between form elements and column headers in the table.

Reset Columns

No more!

The updated Reset Columns feature still reverts column names to their original configuration, but it retains the link between table and form, and safeguards the functionality of any custom columns you’ve created.

Your custom columns won’t be deleted by the Reset Columns feature.

The Reset Columns feature reorganizes your table columns to align with the connected form and moves all of your custom columns (those not connected to the associated form) to the right side of the table. This keeps custom columns separate from columns connected to your form.

To reset your columns, open the tab menu, designated by a vertical ellipsis on the active tab. Select the Reset columns to default option.

Reset columns to default

On the following screen, click the Reset to Default button. Now all of your columns will revert to their original position, the connection between form and table will be retained, and any columns you add in the future will be listed after columns that come from your form.

Reset to Default

Lock Column and Lock Filter

Providing teammates with full edit access to your table can help move along projects. But there are times when certain data needs to be left untouched. The same can be said for filtered information that must remain viewable.

For those scenarios, Tables has you covered with the Lock Column and Lock Filter features. Together, these functions make it easy to view specific data without having to worry about it changing as teammates work in the same space.

Lock Column and Lock Filter

To lock a column of data so it can’t be edited by collaborators, open the dropdown menu on the selected column and select the Lock data in column option.

Lock data in column

After this option is selected, a padlock icon will appear at the top of the column, signaling to others that the data can’t be edited. In the example below, the project names are locked so projects won’t become mislabeled and cause confusion.

padlock icon

The filter function within Tables will get you precisely the data you need in seconds. Sometimes, you need that filtered data to remain untouched by collaborators. Conversely, the data you find via filter might not be as useful to collaborators as it is to you. It might be helpful if the filter was invisible to your collaborators.

To lock your filter in place on your screen and make it invisible to collaborators, click on the padlock icon in the Filter menu and then the Apply Filter button.

Apply Filter

Pro Tip:

To lock all data in your table, go to the settings for any of your tabs and select Lock all data.

Lock all data

Download a Jotform Sign document with or without an Audit Trail

Jotform Sign automatically produces an Audit Trail for signed documents. That functionality is now accessible via Jotform Tables, helping you and your team save time.

For those scenarios, Tables has you covered with the Lock Column and Lock Filter features. Together, these functions make it easy to view specific data without having to worry about it changing as teammates work in the same space.

Download a Jotform Sign document

Just as each online form has its own table that automatically stores and organizes submissions, so do documents created with Jotform Sign. Tables containing Jotform Sign documents are listed on your My Tables page, along with tables created for online forms.

Pro Tip:

You can add Jotform Sign capability to your forms via the Form Builder. Choose the Signature form element and then activate Jotform Sign automation in the element’s settings. The options to download either with or without an Audit Trail will be available in that form’s associated table.

To download a PDF of your signed document, with or without an Audit Trail, while working in Tables, click on one of the icons in the Signed Document column. The green icon is a PDF of the Jotform Sign document without an Audit Trail; the blue icon is a PDF of the document with an Audit Trail.

Signed Document

Both download options are also available via the Download button. Select the document you want to download by marking the checkbox on the left of the table. Then click Download to view the options.


Did you know?

You can turn your existing PDFs into e-sign documents in a single click with Jotform Sign. If you don’t have the right document already, more than 700 Jotform Sign templates can get you started in minutes.

Essential collaboration features for Jotform Tables

When you work with Jotform Tables, data is clearly labeled, a stark difference from monotonous spreadsheets. Plus, there are many options for managing your data and acting on it, from sending emails with a single click to including checkboxes, star ratings, file uploads, and more. These features provide clarity regarding how your data is displayed, helping you and your team get the most from it.

For example, take a look at this sample project tracker, one of more than 300 customizable Jotform Tables templates. Color-coded labels provide vital information at a glance. An Uploads column contains multiple types of files, including PDFs, GIFs, and ZIP files. Other columns contain formulas (designated by the f(x) symbol) for automatic calculations.

Essential collaboration features for Jotform Tables

Share options for your table

To initiate collaboration with Jotform Tables, click on the Share button at the top right of the screen. It will open to reveal a host of options that provide different levels of access to your table.

Share options for your table

The Share Table popup contains two essential ways to share your table. First is the Invitation Link option. Click Create Link to automatically generate a link for your table. Below that is the Invite by Email option. Enter one or more email addresses to send invitations to collaborators.

Create Link

There are three different levels of access you can assign via an invitation link: Read Only, Commenter, and Collaborator. By default, invitees are granted Read Only access. To allow them to comment on or even edit your table, open the Share Settings, located on the Share Table popup.

Share Settings

The Share Settings link opens the Invitation Link Default Role section. Choose from Read Only, Commenter, and Collaborator access. It’s your choice whether collaborators can view data, view data and add comments, or view and edit data.

Invitation Link Default Role

The Public Table privacy setting is ideal for embedding your table into a website, dashboard, or kiosk to display data in real time, as access is Read Only by default.

With the Company Access setting, you can either require an organization email domain for collaborators or require collaborators to use single sign-on. (Note that single sign-on is available only with Jotform Enterprise.) Invitation link default roles for Company Access are identical to the roles for Private Access: Read Only, Commenter, and Collaborator.

Apply Limitations

At the bottom of the Privacy Settings is the Apply Limitations section. This helps you control what your collaborators can see. You can show collaborators a print or download button, or opt to hide them. Check the last box in this section to set a custom expiration date for your Share Link.


Next to the Share & Invite tab is the Embed tab. To use this feature, set your Privacy Settings to Public Table.

Copy Code

Click Copy Code to copy and paste the embed code into a website. Click Copy Link to copy and paste your table into Medium. Within the general embed code, there’s a height adjuster for your embedded table. A Preview button is available so you can get a glimpse of your table and see whether the height is appropriate.


Did you know?

Jotform’s online forms have top-level security, and so does Jotform Tables. Whether collecting data through online forms, storing it in Jotform Tables, or both, Jotform keeps your data protected with a 256-bit SSL connection, the industry standard. Plus, Jotform offers GDPR, CCPA, and HIPAA compliance features; form encryption; password protected forms; and more, including two-factor authentication at login.

Assign column entries to collaborators

Another essential Tables option is adding a column. There are a variety of versatile column options that can help you collaborate more smoothly. It’s even possible to assign projects or data to collaborators by using the Assignee feature. To get started, click the Add button on the right of your table to add a column.

Assign column entries to collaborators

Pro Tip:

Table columns are initially set by the table’s corresponding form.

Select Assignee from the Basic section of the menu. Click Next to continue.


Name your new column and then choose from a couple of options on the following screen: notifying assignees via email and allowing multiple assignees. By default, Notify via Email is active. When finished, click Create Column.

Notify via Email

Click a data entry point in your new column to reveal an Add button. Click on your preferred collaborator, or use the search function or Invite button to invite additional collaborators.

Invite Button

Import Excel or CSV data to Tables

Jotform Tables stores your submission data automatically, as each form you create comes with its own table. But Tables isn’t limited to submission data. In fact, it’s easy to import Excel or CSV files into a new or existing table.

To import data into a new table, first click Create Table from the My Tables page.

Import Excel or CSV data to Tables

On the following screen, click the Import Data option.

Import Data

Next, click Upload File. All CSV, XLS, and XLSX files are supported by Jotform Tables.

Upload File

After selecting a file, configure how your data will appear in your table. Choose whether the first row of your imported file will be column headers or not, and select the column type for each type of data. When finished, click Import Data.

Select the column type for each type of data

To import data into an existing table, click the Add Tab button.

Add Tab

Choose Table from the provided options and then click the Next button. The rest of the process for uploading data is similar to the process for uploading data into a new Table.

Choose Table

On the following screen, select Import Data and then click Next. This will prompt a file upload screen. Just as before, select a CSV, XLS, or XLSX file to upload.

select a CSV, XLS, or XLSX file to upload

Confirm your file choice or click the trash can icon to select another file to upload.

Confirm your file choice

Select the appropriate column types on the following screen and click Create to finalize the upload.

Select the appropriate column types

Go back to your table, and your file will be available via the tab at the top of screen.

Go back to your table

Download table data as an Excel, CSV, or PDF file

Conversely, it’s easy to download table data as an Excel, CSV, or even a PDF file. Downloading attachments in your table is also an option. To get started, click the Download All button on the top right portion of the screen. This will show your available download options. For PDFs and attachments, downloads are sent to your registered email address.

Download table data as an Excel, CSV, or PDF file

To download specific entries in your table, use the checkboxes on the far left of the table and click Download to reveal the same options: Excel, CSV, PDF, and attachments.

Use the checkboxes on the far left of the table

Action Buttons: Send Email and more with one click

Jotform Tables Action Buttons add efficient one-click functionality to your database. Instantly send files and data to your favorite apps, prefilled forms to contacts, notification and autoresponder emails, and more.

To add an Action Button to a table, first add a column using the Add button to the right of the table’s existing columns.

Action Buttons
Send Email Action Button

Go to the Buttons tab on the following screen and pick from the menu of available Action Buttons. In the example below, Send Email has been selected. Click Next to name your column before going to the following step.

Send Email Action Button

Add an autoresponder or notification email with the Create an email button at the top of the following popup menu. Use the Edit button to customize the email. The More button will duplicate, rename, or delete the email. When you’re all set, click Create Column.

Add an autoresponder or notification email

Now each cell in the column contains an Action Button that will send your email in one click. Once the Action Button has been used to send an email, the cell will display the time it was sent. To resend the email, open the dropdown menu for the sent email and then click the Resend button that appears.


To edit your Action Button or customize the button style, open the dropdown menu at the top of the column.

open the dropdown menu at the top of the column

To activate multiple Action Buttons at once, use the checkboxes on the left of the table to select rows of data. Click the vertical ellipsis next to one of the checkboxes to open the context menu. Click on Buttons, and then select the action you’d like to perform. The Action Buttons will be activated simultaneously.

Click the vertical ellipsis next to one of the checkboxes to open the context menu
Send Forms with Prefill Action Button

Put data stored in your table to good use by sending prefilled forms with just one click. It’s easy to do with the Send Form Action Button.

First, use the Add button on the right side of your table to add a column. Go to the Buttons tab and select Send Form. Click Next to name your column and proceed to the following step.

Send Forms with Prefill Action Button

On the screen that follows, select which of your online forms you’d like to send. The Prefill form fields option is switched on automatically. Match the fields that are to be prefilled, and click the Next button.

Prefill form fields

Finally, select how you’d like to send the form. This example form/table combination has email entries for each submission, so the email option shows as available in the Fields dropdown menu. The Send Form button will send the form via email addresses listed on each row of your table. You can also manually add up to three email addresses. Add an optional message if desired and then click Create Column.

Select how you’d like to send the form

The Send Form Action Button is now operational. Just like the Send Email Action Button, a time stamp appears after you click the button. Open the dropdown menu next to the time stamp to use the Resend button. Open the dropdown menu at the top of the column to edit the Action Button or customize its appearance.

The Send Form Action Button is now operational


It’s easier to get more done with a cohesive team — and possessing a tool built for teamwork, like Jotform Tables, can set your organization apart.

Work cited

Thorne, S. We keep making the same mistakes with spreadsheets, despite bad consequences. Ars Technica (2024). https://arstechnica.com/science/2024/01/we-keep-making-the-same-mistakes-with-spreadsheets-despite-bad-consequences/