{"id":2412,"date":"2024-01-24T15:28:50","date_gmt":"2024-01-24T20:28:50","guid":{"rendered":"https:\/\/carleton.ca\/cutheme-docs\/?page_id=2412"},"modified":"2026-08-05T22:03:23","modified_gmt":"2026-08-06T02:03:23","slug":"view-export-entries","status":"publish","type":"page","link":"https:\/\/carleton.ca\/cutheme-docs\/advanced-training\/advanced-training-module-4-forms\/view-export-entries\/","title":{"rendered":"View &#038; Export Entries"},"content":{"rendered":"\n<section class=\"w-screen px-6 cu-section cu-section--white ml-offset-center md:px-8 lg:px-14\">\n    <div class=\"space-y-6 cu-max-w-child-5xl  md:space-y-10 cu-prose-first-last\">\n\n            <div class=\"cu-textmedia flex flex-col lg:flex-row mx-auto gap-6 md:gap-10 my-6 md:my-12 first:mt-0 max-w-5xl\">\n        <div class=\"justify-start cu-textmedia-content cu-prose-first-last\" style=\"flex: 0 0 100%;\">\n            <header class=\"font-light prose-xl cu-pageheader md:prose-2xl cu-component-updated cu-prose-first-last\">\n                                    <h1 class=\"cu-prose-first-last font-semibold !mt-2 mb-4 md:mb-6 relative after:absolute after:h-px after:bottom-0 after:bg-cu-red after:left-px text-3xl md:text-4xl lg:text-5xl lg:leading-[3.5rem] pb-5 after:w-10 text-cu-black-700 not-prose\">\n                        View &#038; Export Form Entries\n                    <\/h1>\n                \n                                \n                                    \n\n<p class=\"wp-block-paragraph\">Advanced Training Module 4: Forms<\/p>\n\n\n                            <\/header>\n\n                    <\/div>\n\n            <\/div>\n\n    <\/div>\n<\/section>\n\n\n\n<p class=\"wp-block-paragraph\">Once a form has been published and visitors begin submitting responses, you&#8217;ll need a way to review, manage, and analyze the information you&#8217;ve collected.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Gravity Forms stores all submissions within your website, allowing you to view individual entries or export responses for reporting, analysis, or record keeping.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Whether you&#8217;re managing event registrations, collecting feedback, or processing requests, understanding how to access form data is an essential part of form management.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 id=\"viewing-form-entries\" class=\"wp-block-heading\">Viewing Form Entries<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Every form submission is saved as a form entry.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">To view entries:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>From the Dashboard, select <strong>Forms<\/strong>.<\/li>\n\n\n\n<li>Locate the form you want to review.<\/li>\n\n\n\n<li>Hover over the form and select <strong>Entries<\/strong>.<\/li>\n\n\n\n<li>Browse the list of submissions.<\/li>\n\n\n\n<li>Select <strong>View<\/strong> to open an individual entry.<\/li>\n<\/ol>\n\n\n\n<p class=\"wp-block-paragraph\">The entry view displays all information submitted through the form.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 id=\"reviewing-individual-entries\" class=\"wp-block-heading\">Reviewing Individual Entries<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">The entry details page allows you to review a complete submission.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Depending on your form, this may include:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Contact information<\/li>\n\n\n\n<li>Registration details<\/li>\n\n\n\n<li>Survey responses<\/li>\n\n\n\n<li>Uploaded files<\/li>\n\n\n\n<li>Submission date and time<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">This is usually the best option when you need to review or respond to individual submissions.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 id=\"when-to-use-individual-entry-view\" class=\"wp-block-heading\">When to Use Individual Entry View<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Viewing entries directly within Gravity Forms works well when:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Reviewing a small number of submissions<\/li>\n\n\n\n<li>Following up with individual users<\/li>\n\n\n\n<li>Checking registration information<\/li>\n\n\n\n<li>Verifying that notifications are working correctly<\/li>\n\n\n\n<li>Reviewing uploaded documents or attachments<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">For larger datasets, exporting entries may be more efficient.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 id=\"exporting-form-entries\" class=\"wp-block-heading\">Exporting Form Entries<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Gravity Forms can export submissions as a CSV (Comma Separated Values) file.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">CSV files can be opened in:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Microsoft Excel<\/li>\n\n\n\n<li>Google Sheets<\/li>\n\n\n\n<li>Numbers<\/li>\n\n\n\n<li>Data analysis tools<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Exporting entries is useful when you need to:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Analyze responses<\/li>\n\n\n\n<li>Share data with colleagues<\/li>\n\n\n\n<li>Create reports<\/li>\n\n\n\n<li>Archive submissions<\/li>\n<\/ul>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 id=\"exporting-entries-as-a-csv-file\" class=\"wp-block-heading\">Exporting Entries as a CSV File<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">To export entries:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Navigate to <strong>Forms \u2192 Import\/Export<\/strong>.<\/li>\n\n\n\n<li>Select <strong>Export Entries<\/strong>.<\/li>\n\n\n\n<li>Choose the desired form.<\/li>\n\n\n\n<li>Select the fields you want to export.<\/li>\n\n\n\n<li>Optionally choose a date range.<\/li>\n\n\n\n<li>Select <strong>Download Export File<\/strong>.<\/li>\n<\/ol>\n\n\n\n<p class=\"wp-block-paragraph\">The CSV file will be downloaded to your computer.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 id=\"choosing-fields-to-export\" class=\"wp-block-heading\">Choosing Fields to Export<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">You don&#8217;t always need to export every field.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Examples:<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong class=\"myprefix-text-bold\">Event Registration<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">You may export:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Name<\/li>\n\n\n\n<li>Email<\/li>\n\n\n\n<li>Organization<\/li>\n\n\n\n<li>Attendance Type<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\"><strong class=\"myprefix-text-bold\">Survey Responses<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">You may export:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Questions and responses<\/li>\n\n\n\n<li>Submission date<\/li>\n\n\n\n<li>Demographic information<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Selecting only the fields you need often makes analysis easier.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 id=\"exporting-by-date-range\" class=\"wp-block-heading\">Exporting by Date Range<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Forms may collect information over an extended period of time.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Using a date range allows you to export only:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Event registrations for a specific event<\/li>\n\n\n\n<li>Responses collected during a campaign<\/li>\n\n\n\n<li>Recent submissions<\/li>\n\n\n\n<li>Quarterly or annual data<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">This helps keep exports manageable and relevant.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 id=\"working-with-exported-data\" class=\"wp-block-heading\">Working with Exported Data<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Once exported, CSV files can be used for:<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong class=\"myprefix-text-bold\">Reporting<\/strong><br>Summarize registrations, requests, or survey responses.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong class=\"myprefix-text-bold\">Analysis<\/strong><br>Identify trends, common questions, or frequently requested services.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong class=\"myprefix-text-bold\">Communication<\/strong><br>Create mailing lists or contact lists where appropriate and permitted.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong class=\"myprefix-text-bold\">Record Keeping<\/strong><br>Maintain copies of form submissions for administrative purposes.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Always follow your organization&#8217;s privacy and data management requirements when handling exported information.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 id=\"privacy-and-data-management\" class=\"wp-block-heading\">Privacy and Data Management<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Form entries may contain personal information.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Before viewing, sharing, or exporting submissions:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Ensure you have permission to access the data.<\/li>\n\n\n\n<li>Store exports securely.<\/li>\n\n\n\n<li>Share information only with authorized individuals.<\/li>\n\n\n\n<li>Delete exports when they are no longer required.<\/li>\n\n\n\n<li>Follow applicable university policies and privacy requirements.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Good data management practices help protect both your organization and your users.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 id=\"best-practices\" class=\"wp-block-heading\">Best Practices<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\"><strong class=\"myprefix-text-bold\">Review Submissions Regularly<\/strong><br>Forms are only useful if submissions are monitored.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong class=\"myprefix-text-bold\">Export Only What You Need<\/strong><br>Limiting exported fields helps reduce unnecessary handling of data.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong class=\"myprefix-text-bold\">Test Forms Before Launch<\/strong><br>Ensure entries are recorded correctly before promoting a form publicly.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong class=\"myprefix-text-bold\">Verify Notifications<\/strong><br>Form notifications should complement, not replace, periodic review of entries.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong class=\"myprefix-text-bold\">Handle Data Responsibly<\/strong><br>Always consider privacy, confidentiality, and data retention requirements.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h2 id=\"common-uses\" class=\"wp-block-heading\">Common Uses<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Viewing entries and exports is especially useful for:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Event registrations<\/li>\n\n\n\n<li>Workshop attendance tracking<\/li>\n\n\n\n<li>Feedback collection<\/li>\n\n\n\n<li>Service requests<\/li>\n\n\n\n<li>Surveys<\/li>\n\n\n\n<li>Application forms<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Many organizations use exports to support reporting and decision-making activities.ve the form entries downloaded to your device as a CSV file.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<figure class=\"wp-block-embed alignwide is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-16-9 wp-has-aspect-ratio w-screen ml-offset-center cu-max-w-child-7xl px-4 md:px-6 lg:px-12\"><div class=\"wp-block-embed__wrapper\">\n<iframe loading=\"lazy\" title=\"cutheme Mastery Training - View &amp; Export Form Entries\" width=\"500\" height=\"281\" src=\"https:\/\/www.youtube.com\/embed\/oDV7570zfGY?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe>\n<\/div><\/figure>\n\n\n\n<section class=\"w-screen px-6 cu-section cu-section--white ml-offset-center md:px-8 lg:px-14\">\n    <div class=\"space-y-6 cu-max-w-child-5xl  md:space-y-10 cu-prose-first-last\">\n\n        \n    \n    <dl class=\"cu-description cu-component-updated\">\n        \n    <div class=\"grid pt-4 pb-3 border-b accordion border-cu-black-100 md:pt-6 md:pb-5 first:border-t\">\n        <dt class=\"font-semibold not-prose\">\n            <button class=\"flex items-center justify-between w-full text-left accordion__button\" aria-expanded=\"false\" aria-controls=\"accordion-transcript-view-and-export-form-entries\">\n                <span class=\"flex-1 ml-auto text-left break-words whitespace-normal cu-icon\">\n                    Transcript \u2013 View and Export Form Entries\n                <\/span>\n                <svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" fill=\"none\" viewbox=\"0 0 24 24\" stroke-width=\"1.5\" stroke=\"currentColor\" aria-hidden=\"true\" data-slot=\"icon\" class=\"w-5 h-5 ml-auto transition-transform rotate-0 accordion__icon text-cu-black-500\">\n                    <path stroke-linecap=\"round\" stroke-linejoin=\"round\" d=\"M8.25 4.5l7.5 7.5-7.5 7.5\"><\/path>\n                <\/svg>\n            <\/button>\n        <\/dt>\n        <dd class=\"p-0 mt-0 cu-prose cu-prose-first-last accordion__content md:p-0 md:mt-0\" hidden=\"\" id=\"accordion-transcript-view-and-export-form-entries\">\n            \n\n<p class=\"wp-block-paragraph\">Hello and welcome to cutheme Mastery Training, Module 5. In this video, we will go over Viewing and Exporting Form Entries.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">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.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">To get started, to go the sidebar, and click on \u201cForms\u201d.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Navigate over to your form, and click on \u201cEntries\u201d.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">All your entries will be listed here. To view a specific entry, hover over it, and press \u201cView\u201d. Here, you will be able to see all the fields, and all the responses.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Next, you can download your form\u2019s entries in CSV format. To do so, go back over to Forms, and click on \u201cImport\/Export\u201d.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Make sure you are on \u201cExport Entries\u201d, 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 \u201cSelect All\u201d button to make it easier.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Then, if you want form entries between certain dates, you can scroll down and select your date range right here.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Once all your settings have been confirmed, go to \u201cDownload Export File\u201d, and it will be downloaded onto your computer.<\/p>\n\n\n        <\/dd>\n    <\/div>\n\n\n    <\/dl>\n\n\n    <\/div>\n<\/section>\n\n\n\n<h2 id=\"try-it-out\" class=\"wp-block-heading\">Try it Out!<\/h2>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Open <strong>Forms<\/strong> and view the entries for a form.<\/li>\n\n\n\n<li>Review an individual submission.<\/li>\n\n\n\n<li>Export the entries as a CSV file.<\/li>\n\n\n\n<li>Open the file in Excel or another spreadsheet application.<\/li>\n\n\n\n<li>Review the exported data and identify the available fields.<\/li>\n<\/ol>\n","protected":false},"excerpt":{"rendered":"<p>View form submissions, review individual entries, and export responses as CSV files for reporting and analysis.<\/p>\n","protected":false},"author":3,"featured_media":0,"parent":2305,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"_cu_dining_location_slug":"","footnotes":"","_links_to":"","_links_to_target":""},"cu_page_type":[70],"class_list":["post-2412","page","type-page","status-publish","hentry","cu_page_type-advanced-training-module-4"],"acf":{"cu_post_thumbnail":""},"_links":{"self":[{"href":"https:\/\/carleton.ca\/cutheme-docs\/wp-json\/wp\/v2\/pages\/2412","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/carleton.ca\/cutheme-docs\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/carleton.ca\/cutheme-docs\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/carleton.ca\/cutheme-docs\/wp-json\/wp\/v2\/users\/3"}],"replies":[{"embeddable":true,"href":"https:\/\/carleton.ca\/cutheme-docs\/wp-json\/wp\/v2\/comments?post=2412"}],"version-history":[{"count":5,"href":"https:\/\/carleton.ca\/cutheme-docs\/wp-json\/wp\/v2\/pages\/2412\/revisions"}],"predecessor-version":[{"id":4258,"href":"https:\/\/carleton.ca\/cutheme-docs\/wp-json\/wp\/v2\/pages\/2412\/revisions\/4258"}],"up":[{"embeddable":true,"href":"https:\/\/carleton.ca\/cutheme-docs\/wp-json\/wp\/v2\/pages\/2305"}],"wp:attachment":[{"href":"https:\/\/carleton.ca\/cutheme-docs\/wp-json\/wp\/v2\/media?parent=2412"}],"wp:term":[{"taxonomy":"cu_page_type","embeddable":true,"href":"https:\/\/carleton.ca\/cutheme-docs\/wp-json\/wp\/v2\/cu_page_type?post=2412"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}