Alertas por fecha de vencimiento

Buenas tardes,

A través de los formularios y las tablas de datos, ¿se puede generar algún tipo de alerta por acercarse la fecha de vencimiento de algún ítem ?

Quedo atento, muchas gracias

Jorge

Hi Jorge,

Thanks for reaching out to Jotform Support. Unfortunately, our Spanish Support agents are busy helping other Jotform users at the moment. I'll try to help you in English using Google Translate, but you can reply in whichever language you feel comfortable using. Or, if you'd rather have support in Spanish, let us know and we can have them do that. But, keep in mind that you'd have to wait until they're available again.

Now, coming back to your question. I’ll need a bit of time to look into this. I’ll get back to you as soon as I can.

Thanks for your patience, we appreciate it.

Hi Jorge,

I want to let you know that I am still working out for a workaround to meet your requirement. I’ll get back to you as soon as I can.

muchas gracias, quedo atento.

Hi Jorge,

If I understand you correctly, you want an alert to show that the expiration date is approaching in the form if form fillers input a date within the set period in the Expiration Date fields. If so, you can do this by adding another Date Picker element that will be set to present date, then will be hidden. Also, a hidden Form Calculation widget to subtract Fecha de vencimiento to Today's date.

Then you also need to add a Paragraph element that will show the error message. And finally, a conditional logic using a Show/Hide Field element that will show the message once the date entered is within the period set. Let me show you how to do it:

1. In Form Builder, click on the Add Form Element button, then select a Date Picker element and add it on the form.

2. Click on the Gear Icon to open Properties, then click on the Options tab.

3. Set the Default Date to Current, then click on the Advanced tab and Hide the field.

4. Next, click on the Add Form Element button again, then select Widgets and search for Form Calculation and add it on the form.

y5. Click on the Wand Icon to open the Widget Settings, then set the calculation below.

6. Click on the Gear Icon to open Properties, then click on the Advanced tab and Hide the widget.

7. Add A Paragraph Element then, input the Warning Message you want to show.

8. Now, click on the Settings tab at the top, then click the Conditions tab on the left panel.

9. Select Show/Hide Field from the options.

10. Set a similar condition below:

For this condition, I added a 30 days period, anything shorter will trigger the warning message. You can change the value to your preference.

Check out the screencast below to see my results:

You can check and test my Demo Form if it meets your requirements. You can also Clone it for you to see how I set the elements, widget and condition. If that’s not exactly what you’re looking for, can you explain a bit more, so I can help you better?

Keep us updated and let us know if you need any more help.

Muchísimas gracias por tus comentarios

Hola buenos dias,

habrá alguna forma de crear alarmas por próximos vencimientos en la tabla donde se almacena la informacion?

Por ejemplo, un curso el cual vence dentro del próximo mes, poder recibir algun tipo de alerta o notificación por su vencimiento?

Si no es posible generar alguna alarma, como segunda opción se puede crear una columna que indique cuantos dias restan para el vencimiento?

Considerando la fecha HOY - La fecha del curso.

Quedo atento, MUCHAS GRACIAS

Hi Jorge,

I’ll need a bit of time to look into this. I’ll get back to you as soon as I can.

Thanks for your patience, we appreciate it.

Hi Jorge,

You can create a column in the Submission Tables that will indicate how many days remain until the expiration by using the Advanced Formula option. Doing that is easy. Let me show you how:

1. In Submission Tables, click on the 3 Vertical dots of the column where you want the newly created column to show.

2. Select Insert Column from the options, you can either select Left or Right depending on your preference.

3. In the Add a New Column modal, click on the Formula tab.

4. Select Advanced Formula from the options, then click on the Next button.

5. Enter a Column Name, then click on the Next button.

6. In the Create Formula box, select From Now as the Date function.

7. In Columns option, select the column where you want to get the data as the basis to show the remaining days.

8. Once done, click on the Create Column button.

As you can see, base on the Fecha de Vencimiento Licencia M. column, the submission entry value is August 15, 2024. The Remaining days column that was created shows how many days left before expiration, which is 5 days before expiration date.

Give it a try and let us know if you need any help.

Hola buenos dias,

Muchísimas gracias! es justamente lo que estaba buscando. En relación al resultado obtenido como diferencia de días, es posible crear otra columna llamada estatus, donde indique una determinada frase en base al resultado obtenido de la columna dias restantes? por ejemplo, si la columna dias restantes indica un numero mayor o igual a X, El resultado es la frase VIGENTE en la columna estatus.

Espero haber podido explicarme.

Muchas gracias!

Jorge

Hi Jorge,

Yes, it is possible, by still using the Advanced Formula option. You will need to follow the same steps I provided above up to number 5. Let me show you how to set the formula to meet your requirement:

Here's the formula:

Let me break it down for you:

1. In the Create Formula box, go to Functions in the right box below.

2. Select IF,DATETIME_DIFF and Today there.

3. There will be default values that will show, but you can simply remove that from the formula.

4. Input , In the Columns box on the left side below, select the Fecha de vencimiento column.

5. Input another , then input the word Days as well.

6. Input >, then after input number 5 as well, 5 is the limit for when it switches. So more than 5 is "true" right now. You can change that depending on your preference.

7. Input , then the word VIGENTE another , and the word INVALIDO.

8. Then, once done, click on the Create Column button.

Check out the screencast below to see my results:

As you can see, since the first submission entry has 0 days remaining so the status INVALIDO is showing while for the second submission entry it shows 59 days, so the status is in VIGENTE.

Give it a try and let us know if you need any other help.

Muchísimas gracias por la rápida respuesta! es justamente lo que necesitaba. Quería hacer una ultima pregunta, existe la posibilidad de que me llegue alguna notificación al correo o a la app móvil de Jotform cuando una fecha de vencimiento esté próxima a cumplirse?

Quedo atento,

Jorge

Hi Jorge,

I’ll need a bit of time to look into this. I’ll get back to you as soon as I can.

Thanks for your patience and understanding, we appreciate it.

Hi Jorge,

I want to let you know that I am still working on how you can receive notification email when the expiration date is near. I’ll get back to you as soon as I can. As for your other question about the formula, I've moved that to a new thread to avoid confusion and will help you with that shortly. You can check that out here.

Thanks for your patience and understanding, we appreciate it.

Hola Kriss Ann,

Muchas gracias por tu preocupación

Jorge

Hi Jorge,

I understand that you want to receive an email alert when the expiration date is near. To do that you will need to add a hidden Date Picker element on the form which will be our triggering field for the Send Email Later option. Then you will need to set a hidden email field with your email address as the default value, which will be the recipient for the Autoresponder Email that will serve as your email alert.

Also set a conditional logic using Update/Calculate field, which will contain the date when the email alert will be sent based on the values entered in Fecha de vencimiento field. Let me show you how to set that up:

1. In Form Builder, click on the Add Form Element button, then add a Date Picker element on the form.

2. Click on the Gear Icon to open Properties, then click on the Options tab then under Date Format select DD-MM-YYYY from the options.

3. Click on the Advanced tab, then Hide the field.

4. Click the Add Form Element button again, then select an Email element.

5. Click on the Gear Icon, then go to Advanced tab, input your email address in the Default Value box, then click on the toggle switch to Hide the field.

6. Next, click on the Settings tab at the top, then click on the Conditions tab on the left side.

7. Click on the Add Condition button, and select Update/Calculate Field element from the options.

8. Set the recommended Condition below:

I set -5 for this condition. So 5 days before the expiration date, you will receive the email alert. You can change it to your preferred period.

9. Click on the Emails tab on the left side, then click on the Add Email button.

10. Select Autoresponder from the options, then configure the Email Content to your preference.

11. Click on the Recipients tab, then click the Dropdown for Recipient Email and select the hidden Email field with your email address as the default value that you added on the form.

12. Click on the Advanced tab, then click on the Dropdown for Send Email Later option and select the hidden Date Picker field we added.

13. Once done, click on the Save button.

Check out the screencast below to see the values on the Date Picker field, which will show the date when will be the Reminder email will be sent out to you. For demonstration, I did not hide the field.

You can check and test my Demo Form. You can also Clone it for you to see how I set the elements, email settings and condition.

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

Estimada Kris Ann,

Primero que todo, quisiera agradecer tus oportunas respuestas, las cuales se ajustaron a todas mis necesidades,

Hi Jorge,

I moved your other question to a new thread and helped you with that here to avoid confusion.

Reach out again if there’s anything else we can help you with.