The Scenario
You are a marketing operations manager. The company has forty Jotform forms that have accumulated over three years — active intake forms, old campaign forms nobody deleted, duplicates from A/B tests, and some that have never received a submission.
Your VP wants a clean audit before the team renews the Jotform plan. She needs to know: which forms are active, which are dead weight, and which can be archived. You have two days to produce a Forms Inventory sheet.
The bad version:
- You open Jotform's Forms tab and start reading form names
- Jotform's UI shows 10 forms per page. You have 40 forms. Four pages.
- You open a spreadsheet and start typing: form name, submission count, last activity
- You realize Jotform does not show last activity date on the list view. You click into each form individually.
- Four hours later you have 27 forms documented. You get pulled into a meeting.
- You deliver an incomplete audit on day three.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your spreadsheet that can call Jotform's API, list every form in the account with its metadata, and write the inventory into the sheet for you.
Open the SheetXAI sidebar and type:
List all Jotform forms in this account and write the form name, form ID, status, creation date, and total submission count into my Forms Inventory sheet.
SheetXAI calls Jotform's forms list API, retrieves every form with its metadata, and writes the table. Forty forms, one pass.
What You Get
A complete inventory in the sheet:
- Form name — what the form is called in Jotform
- Form ID — for reference when calling other APIs
- Status — whether the form is active, disabled, or deleted
- Creation date — how old the form is
- Total submission count — how many responses have been collected
Every form in the account is listed, not just the ones you happen to remember. If someone created a test form two years ago and forgot about it, it shows up here.
Want to add a flag for forms with zero submissions in the last 90 days? Add it to the prompt.
What If the Data Is Not Quite Ready
Form inventories usually need enrichment before they are useful for decisions. SheetXAI can do the enrichment and the pull together.
When you need to flag inactive forms immediately
You do not want to make the decision manually for each of the 40 forms.
List all Jotform forms in my account and write form name, form ID, status, creation date, and total submission count into my Forms Inventory sheet. In a new column called Review Status, mark any form with 0 total submissions as "archive candidate" and any form with status "disabled" as "already inactive."
When you need last submission date, not just total count
Total count alone does not tell you if a form is still being used. You want to know when the last response came in.
Fetch all Jotform forms in my account. For each form, retrieve the most recent submission date. Write form name, form ID, creation date, total submission count, and last submission date into my Forms Inventory sheet.
When you want to exclude internal forms from the audit
Some forms are internal tools — HR forms, internal request forms — and should not be flagged for archiving.
List all Jotform forms in my account. Exclude any form with "internal" or "HR" in the form name. Write the remaining forms into the Forms Inventory sheet with form name, ID, status, and submission count.
When you need the full audit: inventory, flags, and an archiving recommendation note per form
The VP wants a recommendation for each form, not just the raw count.
Fetch all Jotform forms in my account. Write form name, form ID, status, creation date, and total submission count into the Forms Inventory sheet. Add a Recommendation column: if the form is disabled, write "inactive — safe to delete"; if total submissions are 0, write "no submissions — review for deletion"; if the form was created more than 365 days ago and has fewer than 10 submissions, write "low activity — review"; otherwise write "active." Sort rows so the archive candidates appear first.
The pattern: the API gives you the raw inventory, the prompt adds the judgment layer.
Try It
Get the 7-day free trial of SheetXAI and ask it to list all Jotform forms in your account with submission counts, then add your own flagging logic in the same prompt. The Jotform integration is included in every SheetXAI plan. For related workflows, see how to audit label and form assignments or the Jotform in Google Sheets overview.