Reporters and Admins can view the responses for each form they can access. When you go to the Responses tab in a form, you can:
- Manage notifications for saved responses
- Filter responses
- View Response details
- Download and export responses
- Delete responses
Saved Responses
The first part of the Responses tab is the tally of Submitted responses and Saved responses. A saved response is counted when a user partially completes the form and saves it instead of submitting it, and they can only do so if you have enabled saved responses.
If you have, you can select Manage responses and notifications in the Responses tab to delete them or schedule and send out reminder email.
View Response Details
On the left-hand side is the Responses list, detailing all responses for this form with the receipt number, submission date, workflow step (if applicable), and a Test label if the response was submitted while testing your form.
Selecting a response in this list will open the Response details, where you can view:
- The workflow step the response is Currently in. You can also use this drop-down menu to select View workflow history to see the review timeline or View workflow diagram to see a visual representation of the workflow.
- Metadata for the response, including the Receipt number, time and date it was Submitted, the Time taken to complete it, the Response ID, the Form version, and the Deletion date.
- Any Form documents, including response PDFs or custom documents, generated by the response. You can use the download icon to download them as well.
- The answers the respondent provided in their submission, including links to any uploaded files.
- Any office-use-only fields and the reviewer’s answers if they have been actioned. These fields are marked with a blue background.
Please note that OpenForms will display the latest submission data of a response that has been resubmitted via a workflow. The response export, response PDF, and any custom documents are also rendered using the latest submission response data.
If there was a successful payment associated with the response and the payment amount changed in a later submission, the new payment amount will be recorded and displayed together with the original payment details.
Filter Responses
In the Responses list, you can select the Filters icon to Filter responses by:
- Answers: Search the content of a respondent’s answers by keyword.
- Submitted From and To: Filter to submissions within a time period.
- Deletion From and To: Filter to responses with a specific deletion date.
- Receipt number: Search for responses with a specific receipt number.
- Workflow step: Use the drop-down to filter responses within a specific workflow step.
Select Filter to apply your criteria, and filters you choose will be displayed in the list. Select the X icon to remove a filter or reopen the Filters menu and select Clear all > Filter to remove them all.
Download and Export Responses
You can download individual responses or multiple responses at a time. There are several download and export options available; please see our article on exporting response data for more details.
Delete Responses
You may need to delete responses to stay under your organization’s storage quota. Before you do so, you should export the response data for your records.
You have several deletion options:
- Delete an individual response by selecting it in the responses list and selecting the bin icon to delete it.
- Delete multiple responses by filtering to the list of responses you want to delete and selecting Delete [x] responses from the Bulk actions menu. You don’t need to use the filters if you’re deleting all responses.
- Set an automatic deletion date for responses in the form Settings > General settings > Default retention period. You can do this for individual forms, or an admin can set an Organization default for it. You can also use the Bulk actions to Apply new retention period if you want to change the deletion date for a group of responses.
What Else?