Documentation

Managing Form Entries

Once users begin submitting form entries, you can access the form entry data through the UI or export the data to a different file format for further analysis and review.

Viewing Form Entries

  1. Open the Product Menu (Product Menu) then click the compass icon (Compass) on the Site Administration menu. Select the site where the form was created.

  2. Navigate to Content & DataForms.

  3. Click the Actions (Actions) button for the form and select View Entries.

    You can view the entries right in the Forms application.

  4. If the form has multiple fields that do not fit into the window, click the Actions (Actions) button next to the entry and select View.

    You can view a single entry right in the Forms application.

  5. The View Form page shows the responses from each form page. Click Next to advance.

    Viewing individual responses in the Forms application.

  6. Click Back to return to view the Form Entries again.

Editing Form Entries

Available: Liferay CE/DXP 7.3

To edit form entries:

  1. Open the Product Menu (Product Menu) then click the compass icon (Compass) on the Site Administration menu. Select the site where the form was created.

  2. Navigate to Content & DataForms.

  3. Click the Actions (Actions) button for the form and select Edit.

  4. Once you finish editing, click Submit.

Updated Form Entries have an incrementally higher version.

Users need the following permissions to edit Form Entries:

  • Update permission on the Form Instance

  • View permission on the Site and Asset Library Menu

  • Access permission on the Forms application in Site and Asset Library Administration

Users with permissions can edit form entries.

Note

The Update permission on the Form Instance is the same permission required to edit the Form itself.

The Update Form Instance permission can also be granted on a single form, by navigating to the Forms application, then opening the Actions menu (Actions) for a single form. Select Permissions. In the Permissions editor for the form, grant the Update permissions to the Role. These Users must still have the View Site and Asset Library Menu and Forms: Access in Site and Asset Library Administration.

Exporting Form Entries

To export the form entries:

  1. Navigate to the Forms application in your site’s Content & Data section.

  2. Click the Actions (Actions) button next to the form and select Export.

    Exporting the form entries

  3. Choose a File Extension. You can export entries in CSV, JSON, XLS, or XML.

    Select the file type

  4. Click OK then open the file or save it locally.

Disabling CSV Export

There is a system level setting to determine whether administrators can export entries in CSV format:

  1. Navigate to Control PanelConfigurationSystem Settings.

  2. Click the Forms category in Content & Data.

  3. Click the Forms entry under the SITE SCOPE menu.

  4. The CSV Export property has three options:

    • Enabled to enable CSV Export without a warning

    • Enabled (Show Warning) to enable CSV Export with the following warning to administrators:

      This CSV file contains user supplied inputs. Opening a CSV file in a spreadsheet program may be dangerous.

    • Disabled to turn off CSV Export.

    Configuring the export function

  5. Select the option to enable or disable the ability to export entries.

  6. Click Save when finished.

Deleting Form Entries

  1. Navigate to Site AdminstrationContent & DataForms.

  2. Click the Actions (Actions) button next to the selected form and select View Entries.

  3. Select all entries by checking the box next to Filter and Order. An X appears in the top right corner of the Form Entries screen.

    Delete all form entries in one fell swoop.

  4. Click the X button to delete all the entries.

Alternately, users can delete just one entry; check the box next to the chosen entry and then click the X in the upper right corner. Click OK to confirm the command.