A Complete Guide to Form Entries

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

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


Viewing Form Entries

Form entries can be viewed by form in the Entries Overview page, or individually.

Entries Overview Page

You can access all entries within your WordPress admin area. To do this, go to WPForms » Entries. To view the entries of a specific form, click on that form’s title.

Entries Overview

Alternatively, you can view individual entries. To do this, go to WPForms » All Forms to open the Forms Overview page. From there, you can hover over a form title and click Entries.

Form Entries

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

Entries Page

At the top of the Entries page, there are links to useful features you can use.

Entry-page-features

We’ll go over each of these features below:

  • Edit This Form: This option takes you back to the form builder of this specific form.
  • Preview Form: This allows you to see how the form looks on the frontend of your site.
  • Export All: This allows you to export form entries.
  • Mark All Read: Much like marking an email as ‘read’, this will remove the green circle that indicates unread entries.
  • Delete All: This allows you to delete all form entries at once.

On each entry, you can also click on one of the Actions options to View, Edit, or Delete an individual entry.

Action Items for Entries

For easy reference, you can also ‘star’ any important entries by clicking on the star symbol.

Star Entry

Individual Entry Page

From an individual entry page, you can view a ton of details including all entry details, date of submission, and user details, if applicable.

View Entry

You can also perform actions specifically for this entry, such as printing the entry, resending notifications for the entry (configured in the form’s notification settings), and more.

Entry action items

We’ll go over each of the actions below:

  • Print: This takes you to the print preview page, where you can print the entry.
  • Export (CSV): This allows you to export the entry as CSV.
  • Export (XLSX): This allows you to export the entry as XLSX.
  • Resend Notifications: This will resend the notification email.
  • Mark Unread: This will add the green circle that indicates unread entries.
  • Unstar: This will remove the star from the entry.

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

Geolocation Data in Entry

Customizing the Entries Page View

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

Rows

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

Screen Options

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

Pagination Options for Form Entries

Columns

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

To choose which fields display, simply click on the gear icon on the top-right corner of your entries.

Entries Settings

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

Entries Field Columns

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

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

Then, you can add your search and/or date filter requirements.

filter-entries

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

Exporting Entries

You can export the form entries as a CSV or XLSX file easily on the Entries page of WPForms. The exported file can then be opened with a spreadsheet program like Excel, and converted into other formats.

export-entries

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 fields aren’t required, it’s possible that some users will submit a form with an empty field.

To hide the empty fields when viewing individual entries, click on Hide Empty Fields in the right corner of the entry. To show the empty fields, simply click on the Show Empty Fields link at the same location.

Hide Empty Fields

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

Alternatively, you can also print from an individual entry page. Within the Actions in the right sidebar, you’ll be able to select the Print option.

Print Entry

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

Click print button

Compacting Entries for Printing

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

Click gear icon

Next, click on the Compact View option to toggle the print format.

Click compact view

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

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

Adding Notes to an Entry

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

Add Entry Note

Deleting All Entries

In the Entries page, you can easily delete all entries at once by clicking on the Delete All link.

Delete All Entries

Note: Deleting all entries will remove them entirely from your site’s database. It’s recommended that you export your existing form entries and create a backup of your site’s database before proceeding.

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

Setting Up Entry Notifications

Depending on the level of detail (and frequency) that you’re looking for in your notifications, there are two built-in options you can choose from:

  • Automatic Form Notification Emails: Send yourself (and/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.
  • Weekly Entry Reports: By default, your site admin will be sent a weekly email summary showing how many entries each form has received.

That’s it! We’ve just shared the different ways to access and review WPForms entries in 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.