You can use the My Responses page to easily view, sort, and download the response data that has been submitted to your form.
Across the top of the My Responses page you will also see basic analytics for your form including the number of responses, average completion time, and the completion rate.
You can use the dropdown menu next to the form title to quickly view responses from your other forms as well.
Download Response Data
At the top right of the My Responses page you have the option to download your response data in .csv and .xml formats.
You can also choose the HTML option to view your responses in your browser. In the HTML view you'll have multiple print options which you can select depending on how you would like your layout to be formatted.
|This view will include all images, paragraph text, and formatting as seen in the form.|
|The Default view will exclude any additional text and only show the form fields.|
|The Compact view will exclude any additional text and only show the form fields. Form labels and values will be inline to reduce the length of the response.|
Additionally, you can select "attachments" to only download the attachments that users have uploaded through file upload fields.
Search & Filter Responses
You also have the option to search and filter your responses for viewing or before you download a report.
You can search your responses using a minimum of 4 characters across all fields in all the responses or you can search from within a specific field.
You can filter your responses further by using any combination of the following criteria: starred, unstarred, read, unread, complete, and incomplete. Additionally, you can filter by a specific date range as well.
Once you have set your search and/or filter settings, click Apply All Filter Options and the settings will be processed. From here, you can view your responses or choose to download a report with the newly applied settings.
Note: If you do not view your search query in the returned responses, click Edit Table Columns to display the specific field you searched within on the report.
If you are an enterprise user, you will need to make sure the Allow user to perform searches over their response data permission is checked under User Roles in the Admin Dashboard for any user wishing to use this feature.
Search is available to all Professional, Premier and Enterprise users. The feature can be used on all responses that have been indexed, which is currently the default for all new responses submitted. Responses received before 2017 will need to be manually indexed.
Note: Responses will always be ordered chronologically by the submit date within the report view. In order to change how your responses are ordered, you will need to export them.
When viewing your response report you can choose to view all response fields or select only specific fields to view. To begin, click the Display Columns button on the right side of the page:
From there, you'll be able to select which fields (columns) you would like to view and reorder the fields by using the 3 bars on the right. The settings you select here will also be applied to any reports that you download.
Above your response data, you can use the checkbox dropdown menu to select specific responses:
From this menu, you have the option of selecting your read, unread, starred, unstarred, complete, or incomplete responses. Once those responses have been selected you can then choose to print, delete, or mark them all as read.
Viewing Response Data
While viewing your response data, there are a few additional features to keep in mind.
If you hold your mouse cursor over your columns, you can easily adjust the display width of any of your report columns:
To the left of every response you can see if a response has been completed, select a response for printing or deletion, or star a response to mark it as important or needing attention.
You can click on any specific response to view additional data and options. Once you've clicked on a response, on the left you'll have the ability to view (selected by default), print, edit, and reopen the response.
The print-friendly option displays a clear view of the response without the left menu.
You will also have the option of selecting the different viewing options mentioned above (Standard, Verbose, or Compact).
This option will take to you the form which will be filled in with the current response data. You may alter and re-submit. Doing so will re-send email notifications and the form will be re-processed through any connectors that are enabled.
Reopening a Response allows you, as the form owner, to send a new password to a respondent who has not completed a response, even if the Save & Resume option is not enabled for a particular form.
This can be useful when the form has changed and you would like previous respondents to update their responses, too.
The Reopening a Response feature appears in completed and incomplete responses.
In order for this to be effective, you must either collect the respondent's email address on the form or have another way of acquiring it. You can modify the text of this message to suit your individual needs, but take care not to change the password.
Re-Process a Response
At the top of each response you'll have the option to re-process a form submission. This can be helpful if you have made any edits to a response, or if the response was submitted while a connector was disabled.
Re-processing a response will resend the response data through any connectors that are enabled.
Re-Index a Response
Responses submitted before 2017 will need to be indexed in order for the Search feature of the filter options to work.
Please make sure to replace INSTANCE_NAME with the URL of your FormAssembly instance. You should also replace FORM_ID with the ID of the form you would like index the responses for.
If you have a significant about of responses you can Click to index all response pages. to index all at once. Otherwise, you can click the circle+plus icon to do each batch manually.
The grey progress bar indicates the progression of the batch job and the green check shows successful indexing.
If you are an enterprise user, you will need to make sure the Allow user to (re)index form responses for search manually is checked under User Roles in the Admin Dashboard for any user wishing to use this feature.
Below each form's response data, you also have the option to add notes to your form. These notes will be saved within this page for future viewing.
Below the form notes, you will see the response metadata, which are additional details of the response.
|The date and time of the response submission.|
|The IP address of the respondent.|
|The URL or address where the form was completed.|
|The total time the respondent has opened the form. Additional details on how the completion time is calculated are available here.|
|Each time you save your form, that version is recorded. The version number is available here for each submission.|
|The unique number given to each response.|
Finally, at the bottom of each response you will see the Log Entries. In the log, you will find detailed data for any connector or e-signature processing that occurred when the form was submitted. For more information on the log, please visit the specific page for any connectors you are working with.
Errors With nbsp In Aggregate View
If you are seeing " " in your aggregrate view, there are a few steps to take in order to resolve this issue.
This issue is caused by spaces (or no-break spaces) that are present in the questions or field labels in your form.
Your first step should be to enter the form builder, highlight the text where you are seeing the issues in the aggregate view, and click the clear formatting button. Then save your form.
You may also need to submit a test response once you have made this change, in order for the aggregate view to switch over to using the new field labels.