How to share report of form submission data to Key Leaders or Managers?

Dear Jotform Support Team,

We are currently using Jotform to collect responses and would like to explore whether it’s possible to automate a report that sends specific response data to certain key managers. Ideally, we’d like this report to be pulled into an Excel file on a recurring basis so that our upper management can easily review the information.

Could you please let us know:

1. If this type of automation is possible within Jotform?
2. What steps or integrations would be required to set it up?
3. Whether we can filter the responses by specific criteria before generating the report?

Any guidance or documentation you can provide would be greatly appreciated.

Thank you for your support!

Hi Matt_Jones_matthewj,

Thanks for reaching out to Jotform Support. I'm an AI assistant. I'll do my best to help you until someone from the support team is available.

Yes, it is possible to automate report delivery within Jotform. You can create Excel Reports from your form submission data and share them with key managers. Here’s how to do it:

1. Go to your My Workspace page and filter to show only Forms.
2. Select the form you want to generate the report for.
3. Click on Reports at the top menu, then choose Add New Report or click More and select Create Report.
4. Choose Excel Report on the Create Report page.
5. Set up the report by entering a report name, selecting the form fields to include, and configuring additional settings like password protection if needed.
6. Create the report and you will get options to copy the report link or download the Excel file.

Regarding filtering responses by specific criteria before generating the report, Jotform allows you to select which fields to include in the report, which can help focus on relevant data. For more advanced filtering, you may need to use integrations or export the data and apply filters in Excel.

Let us know if you need detailed guidance on setting up any specific part of this process.

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

Hi Matt_Jones_matthewj,

Aside from the workaround given by Podo here, you can also share your Jotform Table with your managers so they can automatically access the data collected from form submissions. Once the table is shared, they will always see the latest responses directly, so there's no need to send a report every time. You only need to set up the sharing once, and your managers will have ongoing access to the data. You can easily share your Jotform Tables with your managers using the Share button. Let me show you how:

1. On your Jotform Submissions Table, click on the Share button on the top-right side of the page.

2. Click on Share Settings and set your Table’s privacy options.

3. Now, click on Go Back in the top-right corner of the panel and use the Generated Link or the Invite by Email feature to invite people.

You can easily revoke the invites you’ve sent. Let me walk you through it:

1. While in Tables, click on the Share button to open Share Table.

2. Now, click on the avatars/icons of the people you invited next to the Shared with section.

3. Select the users that you want to revoke the access to by checking the boxes on the left, and click on Revoke.

4. Then, click on the Yes, Delete button. That’s it, you’re done.

If that's not quite the solution you're looking for, feel free to share more details so we can better assist you. Also, I’ve created a new thread for your other question to make things easier to follow, and someone from the Support Team will help you with it here.

Reach out again if you have any other questions.