How-to: Change how form submissions are named and organized in cloud services

 

 

 

About

When using data destinations that send data to cloud services, form submissions are automatically sorted into folders.  You can customize how forms are sorted and named, making it easy to organize and retrieve your data.

These options are available for the following data destinations

Read more about how form submissions are named and organized in Google SheetsAmazon Glacier, and Amazon S3

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Sort Form Submissions Into Folders

Automatically sort form submissions into folders named for information collected in them, such as customer name or job type. 

  1. Under the Manage Forms tab, select Data Destinations.  Create a new data destination, or select an existing one. 

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  2. Select the File Configuration tab. 

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  3. Enter the Data Record Document Folder Expression This is the folder your documents will be sent to.  If the folder doesn't exist yet, it will be created.
    • Single folder: Enter the folder name.  For a folder named "Inspections",  enter "Inspections".
    • Multiple folders:  Use Data Record Expression Language to specify the name of each folder.  For example: 
      • %f - to sort submissions into folders named after the form.
      • %u - to sort submissions into folders named after the user submitting the form.
      • %a[Question Label] - to sort submissions into folders named with the answer to a chosen question.
      • Optionally add static text for formatting - eg.  "%f -- %a[Customer Name]"
    • Subfolders: Enter a forward slash (/) following the first folder, and then the name of the subfolder(s).  For example: 
      • %f/%u/%a[Customer Name] - to sort submissions into folders named after the form, and subfolders named after the submitter and the customers. 

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        A preview of how folders will be named will appear in light grey italics below the text area.
  4. To test file structures adequately, submit a few forms to ensure folders are created as intended.  An example of %f/%u%%a[Customer Name] is shown in the image below. 

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Change How Stored Files are Named

Set files to be named after information contained in them, such as customer name or job type. 

  1. Under the Manage Forms tab, select Documents. Either create a new document, or choose a document to customize the naming of.

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  2. In the Filename box, use Data Record Expression Language to specify how form submissions will be named.  

    This does not affect the name of form submissions stored in the Sent tab in the App.

    Note
    : When building a custom file name, always include an unique identifier, such as a date and time.  If two documents have the same name, the newer of the two will replace the older.  
    • %f - Name form submissions after the form name.
    • %u - Name form submissions after the user submitting the form.
    • %a[Question Label] - Name form submissions using answer to a chosen question.
    • Optionally add static text for formatting - eg.  "%a[Customer Name] -- %d -- %t]"

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      A preview of how files will be named will appear in light grey italics below the text area.
  3. To save, click Update.

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