A Complete Guide to Form Entries

Wondering what you can do with user-submitted information in WPForms? Form entries are an easily accessible way to manage and review the details your users share with you.

In this guide, we’ll answer some of the most common questions about entry management in WPForms.

• Viewing Form Entries
  • Entries Overview Page
  • Form Entries Page
  • Individual Entry Page
• Customizing the Entries Page View
• Searching and Filtering Entries
• Exporting Entries
• Hiding Empty Fields
• Editing Form Entries
• Printing Form Entries
  • Compacting Entries for Printing
• Adding Notes to an Entry
• Deleting All Entries
• Setting Up Entry Notifications

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Viewing Form Entries

You can view entry counts and data for your entire site on the Entries Overview page, see entry information for each form, or open the individual entry page for all the details of that submission.

Entries Overview Page

You can access all WPForms entries in your WordPress admin area. To do so, go to WPForms » Entries. Here, you’ll see a list of all the forms on your site, along with their entry counts.

You can customize the graph on the Entries Overview page using the date range dropdown in the top right corner. It enables you to view data for the past 7 days or the past 30 days.

The date range will also be reflected in the table.

If you would like to see a graph of entry counts for a single form, click on its graph icon in the table.

To view total entry counts for your site again, click on the red X next to the form name above the graph.

Form Entries Page

Alternatively, you can view a list of all the entries for a specific form. There are two ways to access this page.

The first option is to go to WPForms » All Forms and click on Entries beneath the title of the form whose submissions you’d like to view.

This will take you to the Entries page for that specific form.

Alternatively, you can go to WPForms » Entries and click on the title of the form whose submissions you’d like to view in the table.

This will bring you to the same Form Entries page.

At the top of the page, there are links to several useful features.

These options include:

• Edit This Form: This link takes you to the form builder, where you can make changes to this specific form.
• Preview Form: This allows you to see how the form looks on the frontend of your site. You can also use it to submit test entries.
• Export All: Exports entries for this form.
• Mark All Read: Much like marking an email as “read,” this will remove the green circles that indicate unread entries.
• Delete All: Deletes all form entries at once.

For each entry, you can also click on one of the Actions to View, Edit, or Delete it.

For easy reference, you can also “star” any important entries by clicking on the star symbol on the left side of the table.

Individual Entry Page

To open the individual entry page for a particular submission, open the Form Entries page and click on View next to the entry you’d like to look at in more detail.

From an individual entry page, you can see a ton of information including the user’s field input and selections, the date of submission, and user details, if applicable.

You can also perform actions specifically for this entry, including:

• Print: This option takes you to the print preview page, where you can print the entry.
• Export (CSV): This allows you to export the entry as a CSV file.
• Export (XLSX): This lets you export the entry as an XLSX file.
• Resend Notifications: Clicking this link resends the notification email.
• Mark Unread: This action adds the green circle that indicates unread entries.
• Unstar: Clicking this link removes the star from the entry.

If you have the Geolocation Addon installed and activated, you can also view the geolocation data of your users.

Customizing the Entries Page View

You can customize the number of rows and columns on each Entries page, according to your preferences.

Rows

To customize the number of rows displayed on the Entries page, click on the Screen Options tab in the top right corner of the page.

In the dropdown tab, change the number in the Pagination field to the number of entries you’d like to display per page. Then click on the Apply button to save your changes.

Columns

By default, the Entries page will display the data for the first three fields of your form. By customizing this, you can quickly view the most important field data for each form.

To choose which fields are visible on the Form Entries page, click on the gear icon in the top right corner of your entries list.

In the window that pops up, choose the columns you want to display from the dropdown and click the SAVE AND REFRESH button.

If you’d like more details on how to do this, be sure to check out our tutorial on customizing entry field columns.

Searching and Filtering Entries

WPForms makes it easy to search entries for keywords or filter entries by date. To do so, go to WPForms » Entries and select the title of the form whose entries you’d like to search or filter through.

Then use the dropdowns and fields above the list to search for certain keywords or filter the entries by submission date.

For more details, please see our tutorial on searching and filtering entries.

Exporting Entries

You can easily export a form’s entries as a CSV or XLSX file. To export all entries for a form, click on the Export All option at the top of the Form Entries page.

If you’d like to export one particular entry, you can do so from the individual entry page. Simply click on the export option for your preferred file type in the Actions section on the right side of the screen.

You can then open the exported file with a spreadsheet program like Excel. For more details, check out our tutorial on how to export form entries.

Hiding Empty Fields

If you use smart conditional logic in your forms, or if some fields aren’t required, it’s possible that some users will submit a form with one or more empty fields.

To hide empty fields when viewing individual entries, click on Hide Empty Fields in the top right corner of the entry.

To show empty fields, simply click on the Show Empty Fields link in the same location.

Editing Form Entries

If you need to make changes to a form entry, you can edit it. To do so, open its individual entry page and click on the Edit button in the Entry Details section on the right side of the screen.

For more details, see our full tutorial on editing entries in WPForms.

Printing Form Entries

There are a couple of ways to print form entries. You can export them as a CSV or XLSX and then open and print the file in a program like Excel.

Alternatively, you can print from an individual entry page. Under Actions in the right sidebar, select the Print option.

This will bring you to the print preview page. Click on the Print button to print out the entry.

For more details, check out our guide to printing entries.

Compacting Entries for Printing

To print entries in compact view, click on the gear icon located to the left of the Close button. This will allow you to view more printing options.

Next, toggle on the Compact view option.

Additionally, you can choose whether you’d like to show or hide Empty Fields, HTML Fields, and Section Dividers in the print preview. Hiding these fields allows you to further condense the entry before printing it.

For more information, please see our guide to printing entries in WPForms.

Adding Notes to an Entry

You can include additional information in individual entries after submission with Notes. On the individual entry page, scroll down to the Notes section and click on Add Note.

Deleting All Entries

On each Form Entries page, you can easily delete all entries at once. Click on the Delete All link to do so.

If you’d like more details, be sure to check out our tutorial on deleting all entries.

Setting Up Entry Notifications

You can set up entry notifications to be sent to your email when users submit your forms. Depending on the frequency and level of detail that you’re looking for in your notifications, there are two built-in options:

• Automatic Form Notification Emails: Send yourself (or others) notification emails each time a form is submitted. By default, these emails will include all entry details. However, you can customize them in tons of ways to include whatever information you want to receive.
• Weekly Entry Reports: By default, your site admin will receive a weekly email summary showing how many entries each form has received.

You can enable one or both of these notification options for your forms.

That’s it! Now you know all the different ways to access and review WPForms entries on your WordPress website.

To unlock even more powerful features on the Entries page, such as entries analysis, survey reporting, and visualizations, be sure to check out our Surveys and Polls Addon.