View & Export Form Entries
Advanced Training Module 4: Forms
Once a form has been published and visitors begin submitting responses, you’ll need a way to review, manage, and analyze the information you’ve collected.
Gravity Forms stores all submissions within your website, allowing you to view individual entries or export responses for reporting, analysis, or record keeping.
Whether you’re managing event registrations, collecting feedback, or processing requests, understanding how to access form data is an essential part of form management.
Viewing Form Entries
Every form submission is saved as a form entry.
To view entries:
- From the Dashboard, select Forms.
- Locate the form you want to review.
- Hover over the form and select Entries.
- Browse the list of submissions.
- Select View to open an individual entry.
The entry view displays all information submitted through the form.
Reviewing Individual Entries
The entry details page allows you to review a complete submission.
Depending on your form, this may include:
- Contact information
- Registration details
- Survey responses
- Uploaded files
- Submission date and time
This is usually the best option when you need to review or respond to individual submissions.
When to Use Individual Entry View
Viewing entries directly within Gravity Forms works well when:
- Reviewing a small number of submissions
- Following up with individual users
- Checking registration information
- Verifying that notifications are working correctly
- Reviewing uploaded documents or attachments
For larger datasets, exporting entries may be more efficient.
Exporting Form Entries
Gravity Forms can export submissions as a CSV (Comma Separated Values) file.
CSV files can be opened in:
- Microsoft Excel
- Google Sheets
- Numbers
- Data analysis tools
Exporting entries is useful when you need to:
- Analyze responses
- Share data with colleagues
- Create reports
- Archive submissions
Exporting Entries as a CSV File
To export entries:
- Navigate to Forms → Import/Export.
- Select Export Entries.
- Choose the desired form.
- Select the fields you want to export.
- Optionally choose a date range.
- Select Download Export File.
The CSV file will be downloaded to your computer.
Choosing Fields to Export
You don’t always need to export every field.
Examples:
Event Registration
You may export:
- Name
- Organization
- Attendance Type
Survey Responses
You may export:
- Questions and responses
- Submission date
- Demographic information
Selecting only the fields you need often makes analysis easier.
Exporting by Date Range
Forms may collect information over an extended period of time.
Using a date range allows you to export only:
- Event registrations for a specific event
- Responses collected during a campaign
- Recent submissions
- Quarterly or annual data
This helps keep exports manageable and relevant.
Working with Exported Data
Once exported, CSV files can be used for:
Reporting
Summarize registrations, requests, or survey responses.
Analysis
Identify trends, common questions, or frequently requested services.
Communication
Create mailing lists or contact lists where appropriate and permitted.
Record Keeping
Maintain copies of form submissions for administrative purposes.
Always follow your organization’s privacy and data management requirements when handling exported information.
Privacy and Data Management
Form entries may contain personal information.
Before viewing, sharing, or exporting submissions:
- Ensure you have permission to access the data.
- Store exports securely.
- Share information only with authorized individuals.
- Delete exports when they are no longer required.
- Follow applicable university policies and privacy requirements.
Good data management practices help protect both your organization and your users.
Best Practices
Review Submissions Regularly
Forms are only useful if submissions are monitored.
Export Only What You Need
Limiting exported fields helps reduce unnecessary handling of data.
Test Forms Before Launch
Ensure entries are recorded correctly before promoting a form publicly.
Verify Notifications
Form notifications should complement, not replace, periodic review of entries.
Handle Data Responsibly
Always consider privacy, confidentiality, and data retention requirements.
Common Uses
Viewing entries and exports is especially useful for:
- Event registrations
- Workshop attendance tracking
- Feedback collection
- Service requests
- Surveys
- Application forms
Many organizations use exports to support reporting and decision-making activities.ve the form entries downloaded to your device as a CSV file.
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Hello and welcome to cutheme Mastery Training, Module 5. In this video, we will go over Viewing and Exporting Form Entries.
As responses start to come in for your form, you will have the option to view all responses, as well as export them to group them together.
To get started, to go the sidebar, and click on “Forms”.
Navigate over to your form, and click on “Entries”.
All your entries will be listed here. To view a specific entry, hover over it, and press “View”. Here, you will be able to see all the fields, and all the responses.
Next, you can download your form’s entries in CSV format. To do so, go back over to Forms, and click on “Import/Export”.
Make sure you are on “Export Entries”, and select the form you want to have your entries exported. Then you can select all the fields you want to have exported. There is a “Select All” button to make it easier.
Then, if you want form entries between certain dates, you can scroll down and select your date range right here.
Once all your settings have been confirmed, go to “Download Export File”, and it will be downloaded onto your computer.
Try it Out!
- Open Forms and view the entries for a form.
- Review an individual submission.
- Export the entries as a CSV file.
- Open the file in Excel or another spreadsheet application.
- Review the exported data and identify the available fields.