WorkFlow: Managing Multiple Form Data

We use multiple forms to collect data for a single project. The information from these respective forms is used to create a single pdf summary/report for the project. Can WorkFlows do this for us?

Hi Kyle,

Thanks for reaching out to Jotform Support. Before we give you a workaround on this, can you tell us if an approval is needed on each form? Or you just need all the forms to be filled out and create a PDF summary for each form? Can you give us an example of how you want the flow would be?

After we hear back from you, we'll be able to move forward with this.

No approvals needed. We do not want a pdf summary of each individual form. We need a summary of multiple forms' data onto a single pdf.

Example: 4 Forms are used to gather data for a respective project.

Goal: Single pdf document with summary of information collected from initial 4 Forms.

Idea/Question: Can Workflow or Tables be used to conditionally fill a new form with the information gathered from the initial 4 Forms to produce a single pdf summary document? Are there other solutions?

Hi Kyle,

You can collect data from your multiple forms into Jotform Tables by integrating each form to a Table or using the same table with different form submissions. In Tables, you can organize and manage all the data collected from the different forms related to a single project.  You can add multiple forms to a single table, but make sure to note that they will appear on separate tabs. You can check out this guide on How to Get Data From Other Forms in Jotform Tables.

To create a single PDF summary, you can set up a Workflow that triggers when all required data from the multiple forms is collected. This Workflow can generate a PDF document that consolidates the information from the Table or from a new form that you conditionally fill with data from the initial forms.

On the other hand, You can create a master form that is pre-filled or conditionally populated with data from the initial forms using URL parameters or API integrations, then generate the PDF from this master form. You can also use Jotform’s integration with third-party tools like Zapier or Integromat to automate the process of gathering data from multiple forms and compiling it into a single PDF report.

Give it a try and let us know how it goes.

Thank you so much!

This is the exact answer I was looking for!

We currently use Zapier to create project-specific URL link to fill most of our forms.

Using Jotform's Tables and Workflows seems like the wiser route for managing the data after it's collected.

Hello,

I have a question about the steps involved with the following response from May 15th 4:14 PM:

To create a single PDF summary, you can set up a Workflow that triggers when all required data from the multiple forms is collected. This Workflow can generate a PDF document that consolidates the information from the Table or from a new form that you conditionally fill with data from the initial forms.

Can you provide more details to accomplish this? I've started a work flow that is triggered with the final form is submitted. I've mapped all of the appropiate forms to the respective tables all within one single table. I cannot find how to connect the information from the table to the pdf. The only information available to add to the pdf is the information from the final form submission only and not any of the information from the table.

Please help.

Hi Kyle,

Currently, it is not possible to combine submissions from multiple forms into a single tab within Jotform Tables. Each form's submissions appear on separate tabs. Also, the Workflow PDF generation feature only pulls data from the form submission that triggered the Workflow, so it cannot directly include data from other forms or from the table tabs.

But, you can use the Combine Submissions app by Jotform to merge data from multiple submissions into one file after data collection. You can also try third-party automation tools like Zapier or Integromat to gather data from multiple forms and compile it into a single PDF report.

Unfortunately, there is no direct way to connect data from multiple table tabs into a single PDF via Workflow at this time.

Let us know if you have any other questions.