Automatically Add Jotform Responses to Excel: The Complete Guide
Collecting data through online forms is invaluable for most businesses today. But to derive meaningful insights, you need to get that data out of your form software and into a flexible environment for analysis and reporting.
Exporting form responses into a spreadsheet is one of the most common and useful methods for working with submission data. Excel offers unrivaled capabilities for slicing, dicing, visualizing, and sharing form data to uncover key trends and opportunities.
In this comprehensive guide, you’ll learn step-by-step how to automatically add Jotform responses to Excel for seamless data analysis.
Why Export Jotform Responses to Excel
Jotform is one of the most powerful form builders available today. It makes it easy for anyone to create professional online forms to capture customer information, registrations, orders, survey responses, and more.
But for many teams, the data analysis happens outside of Jotform in other business tools like Excel. There are several key reasons you may want to get your Jotform submission data into Excel regularly:
More Flexible Analysis and Reporting
The built-in Jotform reports provide basic metrics on form usage and submissions. But Excel unlocks more advanced ways to slice and analyze response data with pivots tables, charts, conditional formatting, and more. You can create dynamic reports and dashboards for stakeholders company-wide.
Integration with Other Systems
By getting form data into Excel, you can easily share it across your entire tech stack. Connect Excel to other databases, analytics tools like Power BI, downstream operations software, and more. Excel serves as flexible data hub.
Custom Calculations and Analysis
Perform additional logic and computations on submission data within Excel using formulas. For example, you can create formulas to calculate order totals, flag special responses, apply discounts, and much more.
Automate Downstream Workflows
Using connections from Excel, you can trigger workflows in other systems when new submissions arrive. For example, send email notifications, create CRM records, append data warehouses automatically.
Collaboration Across Teams
Excel provides built-in collaboration features like Excel Online and Excel co-authoring so multiple people can access, analyze, discuss, and present submission data in real-time.
3 Easy Ways to Get Jotform Data into Excel
When it comes to getting Jotform responses into Excel, you have a few good options:
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Use Zapier: Zapier is a dedicated integration platform that connects thousands of apps via automations called Zaps. It’s easy to create a Zap that automatically adds new Jotform submissions to Excel.
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Utilize Excel Formulas: You can pull Jotform data directly into Excel worksheets using the built-in WEBSERVICE formula (for Excel 2013+ on Windows). This retrieves submission data via the Jotform API.
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Install an Excel Add-In: Several Excel add-ins are available that simplify importing Jotform data: jot2Excel, KuTools Jotform to Excel, etc. These provide pre-made templates and workflows.
In the next sections, we’ll explore each of these options in more detail, including the pros and cons of each approach.
Method #1 – Automate with Zapier
Zapier is likely the easiest way for non-technical users to automatically add Jotform response data into Excel.
It works by connecting the Jotform and Excel apps via a trigger-action workflow called a Zap. You can configure a Zap so that every time a new form submission occurs in Jotform, it automatically adds that data as a new row in your Excel worksheet.
Let’s look at how to set up this integration step-by-step.
Step 1 – Sign Up for Zapier
First, you’ll need to create a free Zapier account if you don’t already have one:
Zapier offers a forever-free plan that allows you to create two automation Zaps connecting any of its supported apps. So even after a free trial expires, you can continue using Zapier at no cost by staying under the limits of the free plan.
Step 2 – Connect Jotform and Excel Accounts
Once signed into Zapier, click Make a Zap and search for the Jotform app:
You’ll go through a brief connection flow authorize Zapier to securely access your Jotform account. Select which form(s) you want to pull data from.
Repeat this process to connect your Excel account. Most often, this would be Microsoft Excel Online (via OneDrive), but Google Sheets is also an option:
Again, authorize access and select which specific Excel file you want submission data sent to.
Step 3 – Set Up The Zap Trigger
Now we’ll configure the Zap trigger, which controls what event in Jotform kicks off this automated workflow.
In this case, select New Submission as we want new form entries to add rows to Excel. You can then filter down to specific Jotform forms if desired:
Step 4 – Set Up The Excel Action
The action defines what should happen when our trigger event occurs.
We want each Jotform submission to create a row in Excel. So choose the Create Spreadsheet Row action for your connected Excel file:
Map the Jotform submission fields to the corresponding Excel columns:
You can transform and reformat the data if needed along the way.
Step 5 – Test and Deploy
Wrap up building your Zap by naming it and turning it on:
Head back over to your Jotform account and submit a new entry to your form. Then check Excel to make sure the data populated automatically!
That’s it — you now have a hands-free process to keep Jotform responses flowing into Excel for reporting and analysis.
Key Benefits of Automation with Zapier
This approach offers some nice benefits:
- Simple setup – Zapier is designed to be accessible for non-developers
- Real-time sync – New form entries appear in Excel quickly
- Error handling – Zaps retry on failures to prevent data loss
- Monitoring – Get notifications if the Zap encounters any issues
- Scales easily – Handles large volumes of form submissions
- Affordable – Available even on Zapier’s forever-free plan
The main limitations with Zapier would be the lack of advanced customization or transformations. But for most standard use cases, it excels at simplifying Jotform-to-Excel automation.
Method #2 – Pull Data via Excel Formulas
Excel also provides built-in capabilities to directly query, import, and refresh external data – no third-party tools required.
The WEBSERVICE formula allows you to connect to API endpoints, make requests, and pull response data into cells.
Jotform has a Submission API that we can leverage to retrieve form entry information right into Excel worksheets.
Here is an example simple setup:
Step 1 – Get Jotform API Credentials
In your Jotform account, navigate to:
Settings > API > API Console
Create an API user account which will generate a unique API Key needed to authenticate API requests.
You’ll also need to note the Form ID of any forms you want to get submission data for. This is found in the form builder URL when editing your form.
Step 2 – Set Up Excel Sheet
Launch Excel and create a worksheet to hold your fetched Jotform data.
Add column headers that match the response fields you want to import such as Name, Email, etc.
Step 3 – Construct the WEBSERVICE Formula
We’ll use the WEBSERVICE function to send an API request to the Jotform Submission endpoint and retrieve the data in JSON format.
=WEBSERVICE("https://api.jotform.com/user/submissions?apiKey="&[APIKEY]&"&formID="&[FORMID])Plug in your actual API key and form ID. Additional parameters can filter the returned results.
Step 4 – Parse and Display the Returned JSON
We now have a JSON text string containing submission data. We need to parse it to extract the desired fields into cells.
Helper formulas like TEXTJOIN and JSON handling functions like JSON.Document and JSON.Array can cleanly parse the JSON and display it across rows/columns.
Step 5 – Refresh the Data on Interval
To have this data refresh automatically on a schedule, you can connect your worksheet to an external data source along with parameters for refreshing every number of minutes:
Data > Connections > Add Connection
Now your sheet will update on its own with the latest Jotform responses.
You can also set up a button or macro to trigger a manual refresh if needed.
Key Benefits of Using Excel Formulas
Fetching data directly within Excel offers some advantages:
- No added costs – Uses built-in Excel functionality
- Flexibility – Full control over API requests and data parsing
- Advanced integration – Can leverage other Excel tools like Power Query, VBA, etc.
- No reliance on external services – Self-contained within the workbook
The downside is complexity compared to automated tools like Zapier. You need intermediate Excel skills and API expertise. Automated refresh relies on keeping Excel open continuously.
So power users may prefer this method, while less technical users are better served with Zapier or an Excel add-in.
Method #3 – Simplify with Excel Add-Ins
For easy Excel imports without formulas, a dedicated add-in can provide the best of both worlds.
Add-ins are plugins that extend Excel’s capabilities with new tabs, tools, menus and features. There are thousands in the Microsoft AppSource marketplace.
Specifically for Jotform, add-ins like:
These add helper buttons, import templates and smooth workflows to bring Jotform submissions into Excel.
For example, with jot2Excel:
Step 1 – Install jot2Excel
Download and install the add-in from AppSource. It will appear as new tab in Excel ribbon.
Step 2 – Authorize and Configure
Click Authorize, log in to Jotform, choose your form, map fields, destination, etc. Set up recurring syncs or auto-refresh schedule.
Step 3 – Import with One Click
Now just click Import to fetch latest submissions from your Jotform into Excel. The add-in handles the API requests behind the scenes.
Step 4 – Manage and Customize
You can view import history, edit configurations, customize templates, and more via the add-in tab.
Key Benefits of Excel Add-Ins
Leveraging a dedicated tool like jot2Excel makes things very simple:
- Minimal setup – Quick authorization, templates, and field mapping
- Easy importing – One-click workflow to fetch recent data
- Refresh scheduling – Automatic or manual data updates
- Help documentation – Getting started guides and videos
- Affordable pricing – Potentially free or low-cost options
The main downside is possible limitations on advanced functionality compared to custom API integrations. But add-ins lower barriers for non-technical users.
Next Level: Automate the Entire Jotform-to-Excel Pipeline
While the methods so far automatically get Jotform data into Excel, you can take end-to-end workflow automation even further.
Excel can trigger additional actions to kickoff processes in other systems when new form submissions arrive.
Here are just a few possibilities with other Zaps:
- Email submission details to your sales team
- Create CRM records in apps like Hubspot or Salesforce
- Generate PDF certificates and attach them to confirmation emails
- Append submissions to a Google Sheet for combined analysis
- Push data into databases like SQL Server or Google BigQuery
- Post form data to chat/communication apps like Slack or Teams
Carefully consider what should happen once a new entry hits Excel. Then leverage tools like Zapier to wire up those downstream steps for a seamless form-to-analysis-to-action pipeline tailored to your business goals.
Expert Tips for Managing Jotform Responses in Excel
Once you have your integration set up and submissions flowing into Excel, a few helpful tips will ensure you get the most value from that data:
Build Dynamic Dashboards
Excel‘s PivotTables and Charts allow you to instantly visualize and analyze submissions by user segments, timeframes, form types, and endless slices. Update reports dynamically linked right to your entry dataset.
Automate Flagging and Alerting
Use Conditional Formatting rules to automatically highlight submissions that meet certain criteria for review. And add macros to send email alerts for urgent entries.
Standardize and Validate Data
Clean up and validate imported responses with Text to Columns, Find/Replace, Data Validation dropdowns, input message handling, and other tricks.
Enrich Submissions with Calculations
Compute additional metrics derived from the raw data using formulas. For example, ranks, percent change, time analysis, financial KPIs, and more.
Centralize Analysis Across Forms
Pull multiple Jotform sources into Excel for cross-form analysis using Power Query. Unify disconnected datasets.
Build Interactive Reporting Tools
Take static reports to the next level with parameterized drop downs, scrollable reference tables, dynamic named ranges, advanced formulas, and other techniques to create living analysis tools.
Automate Downstream Workflows
Use Excel as a hub to trigger processes in other systems when new data arrives: data warehouse appends, alert notifications, CRM record creation, and much more.
Do More with Jotform + Excel
Getting Jotform submission data into Excel unlocks game-changing analysis potential to optimize your business workflows.
With the ability to automatically add responses as they come in, you can depend on up-to-date accurate form data flowing into Excel‘s unmatched reporting environment.
And once combined with Excel‘s visualization, transformation, and automation capabilities, your business intelligence reaches new heights.
So which method is your favorite for importing Jotform to Excel? What unique ways have you leveraged form data analysis to drive business success? Share your experiences in the comments below!
