Can I add a workflow that will pull from a csv file

I need a list of trucks and truck numbers that are active to autopopulate a drop down element in my form. For example: I need to complete a repairs form and when completing that form, I dont want to manually update the drop down list everytime a truck is added or put out of service. I would like to have a central database that can pull that truck number and also previous repairs done on that particular truck. How do i make this possible?

Hi NBS,

Thanks for reaching out to Jotform Support. I'm an AI assistant here to assist you.

Regarding your request to autopopulate a dropdown list in your form with active trucks and their numbers from a central database, here is what you need to know:

Jotform does not support dynamically populating dropdowns or other form fields directly from external data sources such as CSV files or databases in real-time. Custom JavaScript or external data fetching is not possible within live Jotform forms.

However, you can manage your data centrally and use Jotform's built-in features to work around this limitation:

• Use Jotform Tables: You can create a table in Jotform to act as your central database for trucks and their statuses.
• Connect Forms to Tables: You can connect your repair form to this table so that you can manage and view truck data in one place.
• Prefill Feature: Jotform Tables Prefill allows you to prepopulate form fields with data from your tables. Although this is not fully dynamic dropdown population, it helps you prefill fields based on your stored data.

For tracking previous repairs on a particular truck, you can use connected forms and tables to view and manage submission data related to each truck, enabling you to see historical repair records.

Here’s how to get started with Tables Prefill:

1. In Form Builder, go to Publish > Prefill.
2. Select Tables Prefill and choose your source table and tab.
3. Map your table columns to your form fields and save settings.
4. Add a new prefill and select entries to prefill your form.

This approach requires manual updates in the Jotform Tables but centralizes your data and reduces manual dropdown updates in your form.

For more detailed instructions and visuals, you can refer to Jotform's help resources on connecting tables and using prefill features.

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

Can you make me a video of how this works and the end results

I can’t record or create a custom video myself, but I can show you how to add a video walkthrough to your Jotform so your team can see exactly how the truck dropdown and repair history flow works.

If you already have (or will create) a video on your computer or phone, you can upload it to YouTube and then embed it in your Jotform using the YouTube Video widget. Here’s how to add that video to your form:

• In Form Builder, click Add Element on the left.
• Go to the Widgets tab, search for YouTube, then click it or drag and drop it into your form.
• On the right, in the Widget Settings, paste your YouTube Video URL into the URL field.
• Click Update to save.

To get the YouTube URL for your own video:

• Upload your video to YouTube.
• Open the video on YouTube and click Share under the video.
• Click Copy to copy the link, then paste that link into the YouTube widget in your form.

You can follow this full guide for details and options: https://www.jotform.com/help/432-how-to-add-and-set-up-a-youtube-video-in-your-form/

If you’d like, tell me what steps you want demonstrated in the video (e.g., “select truck, see previous repairs, submit repair form”), and I can outline a script you or your team can use to record it clearly.

Hi nbsenergyservices,

I would suggest trying the Spreadsheet to Form Widget instead. The only drawback this widget has is that you'll have to upload the spreadsheet again in the widget whenever the data is updated. It will not do it on its own in real time. But I believe it will fulfil all your other requirements. So you can use the Spreadsheet to Form Widget to import your data. Let me show you how to use it:

1. Create a spreadsheet with your data structured like you see below. Make sure that the column names in the spreadsheet match the field names on the form, and include a unique column, like an ID, so the data can be distinguished.

2. In Form Builder, click on the Add Element menu on the left side of the page.

3. Click on the Widgets tab, search for the Spreadsheet to Form widget and add it to your form.

4. In the menu on the right side of the page, upload your data file. (You can simply drag & drop your excel file to the Upload File area.) 

5. Then, click on the Downward Arrow icon in the Access Code Column option and select the unique column.

6. You can also customize texts used in the widget. After you complete everything, click on the Update Widget button at the bottom right of the menu.

Now, when people fill out your form and enter the unique code from the spreadsheet, the corresponding fields will automatically populate when they click Auto Complete Fields. Check out my screencast below to see how it works:

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