Grand Total and Labels on the PDF File?

As you can see in my screenshot, I have a chart that details how many boys coats needed and in what sizes and does the same thing for girl coats. Each of these forms is completed by a school name.

Edit Link: https://www.jotform.com/build/252726172046152

Form Link: https://form.jotform.com/252726172046152 The form is live and actively being used.

My question: Is there a way to produce a grand total number of coats per size and sex for all schools on any type of table/report or something that could be printed. This would not have the schools names associated with it... just grand totals.

Secondly: I would like to be able to print a label with School Name and the sizes/sexes of all coats needed.

Hi Mabyn,

Thanks for reaching out to Jotform Support. Let me help you with that:

To produce a grand total number of coats per size and sex for all schools without showing school names, you can use Jotform Tables. In Tables, you can aggregate and summarize your form submissions data by creating formula columns or using the summary features to calculate totals across all submissions. This way, you can generate a report or table that shows just the grand totals without any school-specific information.

For printing labels with the School Name and the sizes/sexes of coats needed, you can use the PDF Editor or create a custom report that includes these details. You can design the layout to show the school name along with the coat sizes and sexes, then print or export the labels as needed.

Let me know if you want detailed steps on setting up these tables or reports.

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

Please give me detailed steps.

Hi Mabyn,

Thanks for your reply. Let me walk you through the detailed steps:

To produce a grand total number of coats per size and sex without school names:

1. Go to Jotform Tables for your form submissions.
2. Create a New Tab at the top and select Reports.
3. Choose your form and select either Extended or Compact report type to generate a summary report.
4. Customize the report to include only the coat sizes and sexes fields, excluding the school names.
5. Use summary features or formula columns in Tables to calculate the grand totals across all submissions.

This report will update automatically as new submissions come in.

To print labels with School Name and sizes/sexes of coats needed:

1. Open the PDF Editor for your form.
2. Create a new PDF document or edit the existing one.
3. Add fields for School Name, coat sizes, and sexes in the layout.
4. Design the label format as needed for printing.
5. Save and download the PDF to print the labels.

If you want, I can provide more specific instructions on using formula columns or customizing the PDF layout.

will this apply to information already keyed in? I don't want it to mess things up

Hi Mabyn,

Yes, the steps I provided will apply to the information already keyed in without messing anything up. When you create reports or use formula columns in Jotform Tables, you are simply summarizing and calculating based on your existing submissions data. This does not alter or affect the original form submissions or the data already entered.

Similarly, editing or creating PDFs in the PDF Editor to print labels will not change your form data. It only changes how the data is displayed or formatted for printing purposes.

You can safely proceed with these steps knowing your existing data will remain intact and unchanged.

I've done something wrong. The totals do not equal the coat numbers

Hi Mabyn,

When the totals do not equal the coat numbers, it is often due to how the sums or formulas are set up in Jotform Tables. Here are some common things to check:

• Make sure the fields you are summing are of a numeric type (Number, Spinner, etc.) because only these types support aggregation like Sum.
• Check if the formula columns correctly reference all the relevant size and sex fields. A missing or incorrect field reference can cause totals to be off.
• Verify that there are no filters applied on the table or report that might exclude some submissions from the total.
• Ensure that all submissions have valid numeric entries in the coat count fields; empty or non-numeric entries can affect the sums.

You can review and adjust your summary or formula columns in Jotform Tables by clicking on the column settings and editing the formula or summary type.

If you want, I can guide you through checking and fixing the formulas to get accurate totals.

Yes please.

Hi Mabyn,

To check and fix formulas in Jotform Tables for accurate totals, here are the steps you can follow:

1. Open your form submissions in Jotform Tables.
2. To sum fields in a column: Scroll to the bottom of the column you want to sum, click on Add Summary, and select Sum. This works for numeric fields like Number or Spinner.
3. To sum fields in a row: Add a new column by clicking + Add Column. In the dialog, select Formula then Advanced Formula. Enter a name for the column and create a formula using the addition operator, for example: {Size Small} + {Size Medium} + {Size Large}. Click Create Column to save.
4. Review your formulas to ensure they reference the correct fields and include all relevant coat size and sex columns.
5. Check for filters on your table that might exclude some submissions from the totals.

These steps will help you correct and verify the formulas to get accurate grand totals.

I am confused. The original table in our form has a column for totals. It adds the rows and the grand total correctly when on the page but in the report it does not.

Hi Mabyn,

The difference you're seeing between the original table in your form and the report is because the form's table calculations and the report calculations work independently. The totals you see on the form page are calculated live within the form interface, but the report uses its own aggregation methods that may not automatically include the same calculated columns or formulas.

In reports, especially summary reports, you need to ensure that the fields you want to total are numeric and that any calculated fields from the form (like a totals column) are either recreated using formula columns in Jotform Tables or manually included in the report setup.

To fix this, you can recreate the totals calculation inside Jotform Tables using formula columns and then generate your report based on that. This way, the report will reflect the correct totals as per your form data.

If you want, I can guide you through setting up these formula columns in Tables to ensure your report totals match your form totals.

In working on the reports I must have accidentally deleted some of the original table. HELP

Hi Mabyn,

If some of the original table data was accidentally deleted while working on the reports, don't worry. The form submissions themselves are not deleted unless you specifically delete them from the Submissions page or Tables.

Here’s what you can do to recover or check your data:

1. Go to your form's Submissions page from your Jotform dashboard to see if all the original submission data is still there.
2. Check Jotform Tables for your form and see if the missing data appears in any other tabs or views.
3. If you deleted a report or table view, you can recreate it without affecting the original submissions.
4. Avoid deleting data directly from Tables unless you want to remove submissions permanently.

If you need, I can guide you step-by-step to restore your reports or recreate the necessary views without losing any data.

I did it in tables I think. Yes, there id data missing.

Hi Mabyn,

If data is missing in your Jotform Tables because it was accidentally deleted, unfortunately, deleted submissions cannot be recovered through the Tables interface.

However, you can check if the missing data still exists in the Submissions page of your form. If the submissions are still there, you can recreate your Tables view or import the data again.

If the submissions were permanently deleted, they cannot be restored, so it’s important to be cautious when deleting data in Tables.

If you want, I can help guide you on how to recreate your Tables or reports to reflect the existing data properly.

there is no backup to recover this?

Hi Mabyn,

Unfortunately, Jotform does not provide an automatic backup or recovery option for deleted submissions in Tables. Once data is deleted from Tables, it cannot be restored through the platform.

If the submissions are still visible in the Submissions page, you can recreate your Tables or reports based on that data. However, if the submissions were permanently deleted, there is no way to recover them.

To prevent data loss in the future, it's a good practice to regularly export your submissions as backups.

If you need assistance with exporting your data or recreating your Tables and reports, I’m here to help.

I think I need a real person.

Hi Mabyn,

One of our Support Team members will take it from here to follow up shortly.

You should have warned me about Tables since you told me to work in it.

Can I just go back to original form and add in the missing columns?

HELLO???

I need help to create grand totals. I do not trust your AI.

Hi Mabyn,

Did you delete the submission entry in the Jotform tables? Note that when you delete the submission entry on the Jotform Tables; you can restore it. But, if you've purged that entry, then that whole submission can't be covered. It's really easy to restore your deleted entries in Jotform Tables. Let me show you how:

1. On your Jotform Submissions Table, click on the Three Dots icon in the tab next to your form's name on the upper left side of the page.
2. In the dropdown list, click on Trashed Entries.
3. In the menu that comes up on the right side of the page, select the Deleted Submission then, click on the Restore button and that's it.

Don't forget that trashed submissions that are not restored within 30 days will be automatically deleted. You can also check out our guide about How to Restore Deleted Submissions in Jotform Tables for more information. Now, coming back to your main question. Yes, you can calculate the grand total. You've correctly configured the input table. Let me share the screencast below:

You can create a PDF document and customize it in the PDF Editor. With Jotform's PDF Editor, you can easily add or edit form fields in the PDF files used for submissions. Any changes you make will be applied directly to the downloadable files. Let me show you how:

1. In PDF Editor, click on the Add Element menu on the left side of the page.
2. Under the Form Fields tab, click on an element that you want to add.
3. Then, select the field you added and click on the Gear icon.
4. In the menu on the right, customize your field as you want.

You might also want to check out our guide How to Create PDF Forms with PDF Editor for more information. Here is my Clone form you can check it out. In the PDF Editor, you can customize the PDF document as per your requirements, then print it. If this is not what you were referring to, then can you share with us the screenshot?

After we hear back from you, we’ll know what’s going on and how to help.

Thanks for your restore information. AI didn't have that. However, we must have to save it somehow (HOW?) Only three of the ones I had entered show up out of 65. So... something must be off. I also watched the video and if she said something regarding that, I missed it.

Once I figure out how to get a grand total (someone wrote to me)... I'll try the pdf. thanks.

Hi Mabyn,

Can you give us more details about this, only three of the ones I had entered show up out of 65? Are you referring to the submissions in the Jotform Tables? You can also calculate the Grand total for both boys and girls in the Jotform Tables by creating a column. Let me show you how:

1. On Jotform Tables, select Add button from the columns. Choose AI Columns from the Add a new column pop-up window.
2. Click on the Custom AI Column option and then select Next button.
3. After that, Enter the column's name Grand total and then click on the Next button.
4. Now, Click on the Insert Column button, then select Sizes column.
5. Enter command Grand total number of coats per size and sex for all schools.
6. Finally, click on the Create Column button at the bottom of the pop-up window. That's it.

You can also summarize it with the Chart. Let me show you how:

1. On Jotform Tables, click on the Three dots button in the Custom AI Column. Then choose Summarize with a chart option.
2. From the right side of the page click on the Downward Arrow icon then choose any type. That's it.

Note that you can only download these charts in the PNG file. But, with Jotform Report Builder, you can easily generate visual reports that are based on your submission data and download it in the PDF format.

Let us know if there’s anything else we can help you with.