Downloading responses is essential when you need to keep records but also need to free up some storage space for your organization. It is also helpful if you want to analyze a large quantity of response data as a spreadsheet. You can download responses individually or export them in bulk.
Download an Individual Response
- Go to the Responses tab of your form.
- Search for and select a response to open the Response details.
- Use the Download drop-down menu to immediately download the Default response PDF.
- Or, select Advanced export to Select what to include in your download. Choose to include:
- Files uploaded by respondent – also includes any files uploaded by reviewers in office use only fields.
- Custom documents generated from response data
- Select Export. If you include uploaded files that haven’t been scanned yet, then you can choose whether to only export files that have been scanned and marked as safe or to export all files including unscanned ones. We recommend waiting for OpenForms to complete the virus scan before exporting uploaded files.
- Select Download when the export is ready.
The Advanced export will download a ZIP file containing the requested files or will be processed in the background and available to download from Exports.
Export Multiple Responses
Bulk exports are limited to 1 GB per export. OpenForms will notify you as the export begins processing if you need to select fewer responses for your export.
- Go to the Responses tab for your form.
- Filter to the list of responses you want to export. If you want to export all form responses, you don’t need to use filters.
- Select Export [x] responses from the Bulk actions menu.
- Choose your export options and select Begin export. You’ll be notified if any files are still pending a virus scan.
The export job will run in the background, and you can download it from Exports when it is ready.
Bulk Export Options
You can choose to Export responses as an Excel or CSV file. Selecting CSV will only download a spreadsheet containing the response data; it will not download any files.
If you select Excel, it will download the spreadsheet, and you can choose to Package additional files:
- Files uploaded by respondent – also includes any files uploaded by reviewers in office use only fields.
- Custom documents generated from response data
- Default response PDF
Packaged files are available in separate folders in the exported ZIP file and sorted by response number.
Using the Exports Admin Area
The Exports area will list all export jobs that are queued, ready to download, or have failed.
The Status column will show if an export is:
- Processing: The export job is still running in the background, and you can Cancel it if it’s no longer necessary.
- Ready: The export job is complete and you can Download the ZIP file or Download again if necessary. Ready exports are available to Download for seven days, after which they are removed.
- Failed: The export job could not run; select Retry and rerun it. If an export fails repeatedly, please contact Granicus support. Failed exports are available to Retry for seven days, after which they are removed.
What Else?