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Export response data

From time to time you may want to download individual responses, or groups of responses. This might be to archive responses prior to deletion in order to manage your organization's storage quotas. Or you may want to analyse a large quantity of response data as a spreadsheet.

Download individual responses

To download an individual response:

  1. Go to your form > Responses.

    responses screen.png
  2. Search for the response you’re looking for using the available filters in the list of responses.

    specific response.png
  3. Select Download

    download.png
  4. Choose Default response PDF to download a PDF summary of the response
    You can configure what’s included in this PDF. See Set up the response PDF for more information

  5. Alternatively, if you’d like to package any files the respondent has uploaded with their submission or any custom documents generated from the response, alongside the default response PDF, choose Advanced export.

    advanced export.png
    And select which items you’d like to package with your download.

    If you’ve included respondent uploads in your advanced export, we’ll let you know when you begin your export if any of these are still pending a virus scan. 

Export multiple responses

To export multiple responses as an excel or CSV file:

  1. Go to your form > Responses.

    responses screen.png
  2. Search for the responses you’re looking for using the available filters in the response list

    multiple responses.png
    If you’d like to export all of the responses for a particular form, skip this step.
  3. Select Bulk Actions.

    Bulk actions.png
  4. Select Export Responses.

    export 2 responses.png
    This option will reflect the number of responses you will be exporting
  5. Choose whether to download the response data as a Microsoft Excel or CSV file.

  6. If you’ve chosen to download your response data as a Microsoft Excel file, you can also include respondent uploads and custom documents that have been generated from your response data in your export.

    export files.png
    These will be included in separate folders in your ZIP file. Respondent uploads will be linked in your Excel spreadsheet so you can easily find them when analyzing response data.
    Custom documents will be exported to their own folders in your package sorted by response number.
    If you’ve included respondent uploads in your bulk export, we’ll let you know when you begin your export if any of these are still pending a virus scan.
  7. Select Begin export.

    preparing export.png
    OpenForms will start packaging your response export. If your export includes a lot of responses, respondent uploads or custom documents this can take a while.
    Make sure you don’t close the download window while your export is being prepared, or your progress will be lost. 
  8. We’ll let you know once your export is ready.

    export ready.png
    Select Download to save it to your computer.

The default response PDF is not included in bulk exports as this is generated on demand and may increase your wait time if you’re downloading a lot of responses. 

If you’d like to export multiple response PDFs, consider setting up a response email for your form with the default response PDF attached. This will automatically send a PDF summary of responses to the recipient whenever a response is submitted.

You might also want to schedule email reports about responses to keep an eye on response traffic for important forms. 

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