Submissions are captured when a Formstack Form is completed and submitted. The data is stored within the form’s database and accessible from the form’s submission table to view and manage.
Article Contents:
- View submissions
- Submission Types
- Viewing a single submission
- Editing a submission
- Submission data display(Table Settings)
- Search submissions
- Create a submission data report
- Sort submissions
- Import or export submissions
- Share submission data
- Delete submissions
View submissions
From the form builder, select the Submissions tab to view the captured data.
NOTE: Request access with your team’s admin user if you are unable to view the Submissions tab. Permissions vary by access level. Admins have full access, while Standard users can create forms, documents, and workflows as permitted. Limited users, such as Analyst and Participants, have access only to specific areas for viewing, editing submissions, or completing assigned tasks.
Submission types
From the form’s submission table, you may view different submission types:
- Bold text indicates that the submission is not read
- Normal text with a grey background indicates that the submission has been viewed
- Starred submissions indicate that the submission has been favorited
- Red text represents that the submission has a failed integration
From the submission view dropdown, view all, read, unread, favorited, or custom-filtered views of a form’s submission data.
Mark submissions read, unread, or favorited by checking one, some, or all and choose the desired action under Mark as.
Viewing a single submission
The single submission view provides more in-depth details about a specific item or entry, which may be harder to view in a table format where space is limited. Clicking on a submission will let you see several items, including Submission Data like: Data Submitted, Browser that was used, IP address, Unique ID & location if enabled.
In addition to the submission data, you can also see the integration status of the submission on the top left. For instance, if you were sending this submission to another spot like a CRM(Salesforce) or potentially a Google Sheet. If for any reason this integration failed or you'd just like to run it again, you can also do that from the single view page.
This single view page of the submission also lets you resend a notification email specific to this submission if needed as well as export it in several different formats including: PDF, CSV, Excel & RTF.
Editing submissions
If you need to update or change information in a field of a submitted form, you can do so by editing your submission. Please note that editing a submission is only available when viewing a single submission. The option to edit can be found above the submission details.
After clicking edit, you'll see all the fields you can make changes to. Once you've finished with making any necessary changes to the form submission, you can click "save" to finalize the changes.
Note: Editing or replacing existing information on an a submission cannot be reverted back to a previous version without editing. For instance, if you were to change the name/address information on a submission and realized you wanted to change the submission back to the original name, you would need to edit the submission again to the original information.
Submission data display
Choose the data displayed under the Table settings.
Here, using the drag-and-drop tool, order the available form fields and internal values like the IP Address, Browser, and Unique ID to display.
Search submissions
Utilize the search bar to search by keywords or a specific entry.
Or search for submissions that fit more than one criteria by creating a custom filter.
Create a submission data report
From a form’s submission table, select Create Filter to create a unique filtered view to manage.
Name the filter and choose up to five criteria that the report must match exactly or have any of the criteria apply from the New Filter dialogue box.
Once saved you can take the following action on the filter:
- Select Export All to view the submissions within the filter outside of Formstack.
- Create a scheduled export using the filter as the criteria.
- Edit the filter if the criteria change.
Sort submissions
Use the available columns' sorting arrows to arrange submissions by ascending to descending or descending to ascending order, or narrow the data by searching or filtering to sort a subset of the data.
Import or export submissions
Import submissions
If you previously collected data on a different form, you can import submissions by selecting Import data and uploading a .CSV file.
NOTE: Include the name of each field in the first row.
Export submissions
While you can export filtered views of submissions, you also have the option of bulk exporting all submissions from Export All and choosing the file type. Optionally, select one or more and choose Export then the file type.
Share submission data
Optionally, share filtered submissions via a unique URL from the Sharing tab. Choose what you would like to share: Charts, Tables and Charts, or Everything.
The Submission Table will then reflect the sharing preference:
To turn sharing off, select the Share icon and select Sharing Off from the dropdown options.
View more on sharing submissions here.
Delete submissions
Whether you need to remove submissions to free up space or remove duplicate submissions, you can delete submissions directly in the Submission Table or when looking at an individual submission.
Check one or multiple submissions and select Delete from the table’s options.