Skip to main content

Viewing Form Entries

ThisThe articleViewing describesForm howEntries feature allows administrators to view, search, and manage user submissions for custom digital forms. ThisIts featureprimary providespurpose administratorsis withto provide the tools necessary to find specific form entries, review submitted data, edit information, and communicate directly with the submitter.

UsingThis thisarticle Feature

is

The process involves searchingintended for specificOPS-COM entriesadministrators responsible for managing form data and thenprocessing managinguser themrequests.

individually

Setup fromand Configuration

Before you can search for and manage form entries, the entryfoundational viewforms page.must be established in the system.

Admin Side: This functionality requires that a digital form has already been created and submitted by users. The specific search options available on the Form Entries page are strictly dependent on which fields were marked as "searchable" during the form's initial setup. ForInstructions morefor information,configuring pleasethese seefield settings can be found in the Creating a New FormForms article.

User Side: End-users submit form entries via the public-facing platform or OPS-COM app, but they cannot view the administrative entry management backend.

Using this Feature

Administrators can use the following instructions to search for specific form submissions and manage them individually from the entry view page.

Searching for Form Entries

    1. Hover over User Management, then hover over Forms, and click List Forms.

    2. FindLocate the desired form in the list and click the entries button.

    3. OnEnter thea Formdate Entryrange Search page, useusing the Start date and Up to and including fields toon setthe aForm dateEntry range.Search page.

    4. Use the Show in results multi-select box to chooseSelect which searchable columns will be displayed in the results list.list using the Show in results multi-select box.

    5. To filter by specific answers, clickClick the toggle more options button.button to filter by specific answers. This will revealreveals text boxes for each searchable field where you can enter a targeted search query.

    6. Click the search button to generate the list of entries.

      From
      7. the
    7. results list, click on

      Click an individual entry from the results list to view its full details.

Working with an Individual Entry 

The The Entry View page displays the submitter’s information and all of their submitted answers. From here, youAdministrators can perform severalthe actions:following actions from this page:

  • Viewing and Editing DataData:: An administratorAdministrators can manually edit any of the user's submitted answers or add values to anyadministrative Admin-Only Fields.fields. Click the save button at the bottom of the page to apply any changes.

  • Replying to the UserUser:: Click the prepare email button at the top of the page. You will be takenredirected to the email composition screen with the user's email address and the form's name pre-filled as the subject line.

  • Deleting an EntryEntry:: Entries can be deletedpermanently removed by clicking the delete option directly from this page.

Editing a user's form entry changes the data stored in the database.

Visual Cues
Cues:

  • Fields marked as Admin-Only are clearly indicated by a blue border. Hovering your mouse over this border will display a helpful tooltipadministrative tooltip.

Best Practices &and Considerations

  • Maximize search functionality: Use the 'toggle more options'options feature for powerful, targeted searches. For example, you can easily find all submissions where a user answered 'Yes' to a specific question by enteringentering 'Yes' into that specific field's search box.

  • Leverage administrative fields: Remember that Admin-Only Fields are never visible to the end-user. Use these hidden fields to safely add internal notes, track status updates, or log other administrative data related to the submission.submission without exposing it to the submitter.

  • Edit with caution: Editing a user's form entry permanently changes the data stored in the database. Always ensure modifications are necessary and accurate before saving changes to a user's original submission, as the original unedited entry will be overwritten.

Back to top