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Managing Submissions

Learn how to view, search, export, and manage all responses to your forms.

Viewing Submissions

Submissions List

Access all submissions for a form:

  1. Go to your Dashboard
  2. Click on the form name
  3. Click the Submissions tab

The submissions list shows:

  • Subject - The primary identifier (usually name or email)
  • Submitted At - Date and time of submission
  • Status - Completed or Incomplete
  • Actions - View details or delete

Submission Details

Click any submission to view the full response:

  • All field labels and values
  • Submission metadata (timestamp, IP address)
  • File uploads (download links)
  • Reference data (if passed via URL)

Empty States

If you have no submissions yet:

  • You'll see a helpful message with your form link
  • A reminder to publish your form if it's still in draft mode

Subject Field Configuration

The Subject field helps you identify submissions at a glance in the list view.

What is a Subject Field?

Instead of just showing timestamps, FormLeap displays a meaningful value from one of your form fields as the "subject" of each submission—like an email subject line.

Default Behavior:

  • The first input field in your form is used as the subject
  • For a contact form, this might be "Name" or "Email"

Configuring the Subject Field

Choose which field to display as the subject:

  1. Open your form in the builder
  2. Click Settings
  3. Scroll to Subject Field
  4. Select the field from the dropdown
  5. Save changes

Best Practices:

  • Choose a field that uniquely identifies the submission
  • Good choices: Name, Email, Company, Order ID
  • Avoid: Long text fields, file uploads, yes/no fields

Example:

Form with fields: Name, Email, Phone, Message

  • Subject: Email → Submissions show: john@example.com, sarah@company.com
  • Subject: Name → Submissions show: John Doe, Sarah Smith

Display Rules

  • Text is truncated at 60 characters (shows "..." if longer)
  • Lists are joined with commas (for multiple choice fields)
  • Empty values show as "(empty)"

Search and Filter

Quickly find specific submissions with search and filters.

Full-Text Search

Use the search box at the top of the submissions list:

  1. Type your search term
  2. Results update automatically
  3. Search looks through all field values

Search Features:

  • Weighted Results - Subject field matches rank highest
  • Stemming - "running" matches "run"
  • Phrase Search - Use quotes for exact phrases
  • Multiple Terms - All terms must match

Example Searches:

john                    # Finds "John", "Johnny", "Johnson"
john@example.com        # Finds exact email
"urgent request"        # Exact phrase
support urgent          # Must contain both words

Status Filter

Filter by submission status:

  • All - Show all submissions
  • Completed - Fully submitted forms
  • Incomplete - Started but not finished (for multi-step forms)

Date Range Filter

Filter by submission date:

  • Last 7 days
  • Last 30 days
  • Last 90 days
  • Custom range

Exporting Data

Export submission data for analysis or archiving.

CSV Export

Export all submissions to a CSV file:

  1. Go to the Submissions tab
  2. Click Export button
  3. Choose CSV Format
  4. File downloads automatically

CSV Contents:

  • Submitted At timestamp
  • Reference fields (if configured)
  • All form field values
  • One row per submission

Example CSV:

Submitted At,ref:article_id,Name,Email,Message
2025-01-20 10:30:00,123,John Doe,john@example.com,Great service!
2025-01-20 11:15:00,456,Jane Smith,jane@example.com,Thanks for the help

File Uploads in CSV

File upload fields show:

  • Filename with download link (in spreadsheet software)
  • Multiple files separated by commas

Working with CSV Data

In Excel/Google Sheets:

  1. Open the CSV file
  2. Data appears in columns
  3. Sort, filter, and analyze as needed

In Google Sheets:

  1. File → Import
  2. Upload the CSV
  3. Click Import data

Common Use Cases:

  • Create charts and graphs
  • Calculate statistics
  • Share with team members
  • Import into CRM systems

Email Notifications

Get notified when submissions come in.

Notification Types

FormLeap offers three notification modes:

1. Instant Notifications

How it works:

  • Email sent immediately for each submission
  • Subject: "New submission: [Form Name]"
  • Contains submission details

Best for:

  • High-priority forms
  • Support requests
  • Applications requiring quick response
  • Low-volume forms

2. Batched Notifications

How it works:

  • Submissions are grouped every 2 minutes
  • One email for multiple submissions
  • Shows count and list of submissions

Best for:

  • Moderate traffic forms
  • Reducing email noise
  • Team notifications
  • Regular business hours

Example:

Subject: 3 new submissions: Contact Form

You received 3 submissions in the last 2 minutes:

1. John Doe (john@example.com) - 10:30 AM
2. Jane Smith (jane@example.com) - 10:31 AM
3. Bob Johnson (bob@example.com) - 10:32 AM

View all submissions: [Link]

3. Weekly Digest

How it works:

  • Summary email every Monday at 9 AM
  • Shows total submissions for each form
  • Includes 30-day trends

Best for:

  • High-volume forms
  • Monthly/quarterly reports
  • Staying informed without overwhelm
  • Multiple forms in one email

Example:

Subject: Weekly Form Summary

Your forms this week (Jan 15-21):

Contact Form: 45 submissions (+12% vs last week)
Newsletter Signup: 23 submissions (-5% vs last week)
Survey: 8 submissions

View dashboard: [Link]

Configuring Notifications

Form-Level Notifications

Set per-form notification settings:

  1. Open the form builder
  2. Click Settings
  3. Scroll to Notifications
  4. Enter notification email addresses (one per line)
  5. Save changes

Multiple Recipients:

team@company.com
support@company.com
manager@company.com

Account-Level Preferences

Set your personal notification preferences:

  1. Click your avatar → Account Settings
  2. Scroll to Notifications
  3. Choose your preference:
    • Instant
    • Batched (every 2 minutes)
    • Weekly Digest
    • None (no emails)
  4. Save changes

Note: Form-level settings override account settings. If you disable notifications in your account but a form has recipients configured, those recipients still receive emails.

Unsubscribe from Notifications

Don't want notifications for a specific form?

Option 1: Click Unsubscribe

  • Every notification email has an unsubscribe link at the bottom
  • One click to stop notifications for that form

Option 2: Update Settings

  • Go to Account Settings → Notifications
  • Set to "None"

Submission Analytics

Track form performance with built-in analytics.

Available Metrics

Submission Count

Total number of completed submissions for the form.

Shown for:

  • All time
  • Last 30 days
  • Last 7 days

Completion Rate

Percentage of users who started the form and completed it.

Formula:

Completion Rate = (Completed / Started) × 100%

Example:

200 users started the form
150 users completed it
Completion Rate: 75%

What affects completion rate:

  • Form length
  • Required fields
  • Mobile experience
  • Loading speed

30-Day Chart

Visual chart showing submissions over the last 30 days.

Features:

  • Bar or line chart
  • Hover to see exact counts
  • Identify trends and patterns

Improving Performance

Low Completion Rate?

  • Reduce number of required fields
  • Break into multiple steps
  • Improve mobile experience
  • Simplify language and instructions
  • Test form yourself

Low Submission Count?

  • Increase form visibility
  • Share link more widely
  • Embed on your website
  • Improve call-to-action
  • Check that form is published

Managing Individual Submissions

Viewing Details

Click any submission to see:

  • All responses - Every field and its value
  • Metadata - Submission time, reference data
  • Files - Download links for uploaded files
  • History - When it was started and completed

Deleting Submissions

Need to remove a submission?

  1. Open the submission details
  2. Click Delete button
  3. Confirm deletion
  4. Submission is permanently removed

Warning: Deletion is permanent and cannot be undone. Downloaded CSV exports are not affected.

Bulk Operations

Not yet available: Bulk delete, bulk export filters. Coming soon!

Reference Data

Reference fields let you pass contextual information via URL parameters.

What is Reference Data?

When you embed a form or link to it, you can include extra data in the URL that gets stored with each submission.

Example:

https://formleap.app/f/form-id?article_id=123&source=blog

When someone submits this form, the submission includes:

Reference Data:
- article_id: 123
- source: blog

Configuring Reference Fields

  1. Open form settings
  2. Scroll to Reference Fields
  3. Add field names (one per line): 
    article_id
source
campaign
  4. Save settings

Only configured fields are captured - others are ignored for security.

Viewing Reference Data

Reference data appears:

  • In submission details page
  • In CSV export (columns prefixed with ref:)
  • Via API responses

CSV Example:

Submitted At,ref:article_id,ref:source,Name,Email
2025-01-20,123,blog,John Doe,john@example.com

Common Use Cases

  • Blog comments - Track which article
  • Event registration - Track which event
  • Campaign tracking - Track marketing source
  • Multi-site forms - Track which site

Best Practices

Organizing Submissions

  1. Use meaningful subject fields - Make it easy to scan
  2. Export regularly - Keep backups of important data
  3. Set up appropriate notifications - Balance awareness and noise
  4. Review analytics monthly - Identify trends and issues

Data Privacy

  1. Export only what you need - Minimize data exposure
  2. Delete old submissions - Follow retention policies
  3. Secure CSV files - Don't email unencrypted data
  4. Respect unsubscribe requests - Stop sending emails

Performance Monitoring

  1. Check completion rates - Aim for 70%+
  2. Monitor submission times - Identify drop-off points
  3. Test your forms - Submit test entries regularly
  4. Act on feedback - Improve based on user behavior

What's Next?

Need help? Contact support@formleap.app

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