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Managing form submissions

Your form submissions are stored on our servers. and are available to you in the Submissions section. This is where the information provided by your users is centralized so that you can get an overview of the submission status, analyze individual entries, and manipulate all data.

Each time a form is filled in and sent, a form submission is created. All entries received through a form can be found in Results → Submissions.

Results button

In this section, you are able to manage your form submission. Let’s take a look at what you can do.

  1. Edit a submission
  2. Print a submission
  3. Download as PDF
  4. Import/Export submissions
  5. Filter submissions
  6. Resend a submission
  7. Delete a submission

Editing a submission

Sometimes you need to edit the submission to add additional information about a person’s entry. It could be details about their order or registration. To do so, click on the entry. A pop-up window will appear that contains all the information. At the top menu click on Edit.

Edit submission

Once you finish editing the entry, click on the Update Submission button.

Update submission

Printing a submission

Click on an entry and select the Print button. This will open the printing options of your browser. Keep in mind that the printing options are depending on your browser.

Print submission

Downloading as PDF

You have two options to download your submissions:

  • As Plain PDF
  • As Form Layout PDF

The first one has a default template. The second one will include the layout of the form, as seen online with the data included inside the form fields. For more details check out our PDF article here.

Download submission

Import/Export submissions

To export the submissions table in Excel or CSV format, click Export to and select the format you need. Afterward, enter the email address where you want to receive the download link. You need to be logged in with your email address and your 123 Form Builder account in the same browser in two separate tabs. This is an authentification step to ensure that the request is made by the account owner.

Export submissions

To import data, press the Import button. You can only import a CSV file in your forms Submissions section. The columns of your CSV file need to have the same name as your form fields. In the pop-up window, choose your CSV file. Afterward, map the form fields on the right side with your CSV fields on the left side. Once you’ve finished mapping them, click Ready and you’re done.

Import submissions

Filtering

Filter your submissions to display form entries that meet specific criteria. For more filtering operations click on Advanced Search.

Advanced search

In the Advanced section, you can choose which entries appear in the table, and which don’t by using the Show only and Exclude operators.

Advanced search options

Resending

To resend a submission entry to your email box, click on the submission entry and press Resend. You can then choose to resend any of the Email/SMS templates created in your form’s Notifications section.

Resend submission

Deleting a submission

If you need to delete a submission, check the submission entry and select the Delete option.

Delete submission

Important Notes

  • By deleting a form field in the Form Editor, all the data collected through that field will be lost and can not be recovered.
  • We can restore deleted entries within 30 days since they have been erased. If you deleted an entry by mistake, feel free to contact us.

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12 comments

    1. Hello Quentin! When using our approval feature, you will receive an email notification for each submission made on your form and at the bottom of the email, you will have two buttons, to either approve or reject the respective submission. If something is not working properly, please reach out to us at customercare@123formbuilder.com or on live chat so we can sort things out. Thank you!

  1. Hi, Is there any way that I can set up an auto delete or auto removal for submissions older that a month so I can keep my basic plan and do not exceed the space assigned in your servers?
    Thanks

    1. Hi Ruben! I am afraid that we do not have this possibility. However, did you know that earlier this year we have redesigned our plans? Now all plans provide unlimited submissions, even the Basic free one. Please see our Features Matrix for more details. If you would like to migrate your account to the new plans, please contact us at customercare@123formbuilder.com. Have a wonderful day!

    1. Hi Tina, since those fields weren’t on the form originally you will have to send the form link again to ask this new information. Thank you and have a great day!

  2. I have some older forms that do not email me every time there is a submission but the newer forms i have made are filling my email, a copy is being sent to me every time a new submission is made. How do i get the new forms to not email me everytime?

    1. Yes, the mark as read feature applies to the form itself. This feature is not set for individual sessions because the marking is for the Form ID entries. Have a great day!

    1. Hi Alexandra! Yes, go to Settings – Notifications and at the section called Recipients click on the New Recipient button. This is how it should be configured: Also send notification to ___ (type in the new email address) when All submissions. Click Add notification and save the changes. Now, the new recipient will also receive email alerts at each submission.

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Frequently Asked Questions

Here is a list of the most frequently asked questions. For more FAQs, please browse through the FAQs page.

Is this service free?
Yes, we offer a free form builder service. Just sign up to the Basic plan and you are all set. This plan is forever free, but you are limited with a few features only, such as 5 forms per account, 100 submissions per month and you have to keep the backlink to 123FormBuilder on your forms. Check out our features matrix for more information.
How many forms can I create?
It depends on the service plan you are on. Higher service plans enable more features, including more web forms for your account. If you need more forms, go to the My Account section of your account and click the upgrade button. To create an unlimited number of forms, either upgrade to the Platinum service plan or higher. Consult our features matrix for more information.
How can I publish my forms?
You can publish your forms in many ways, by using their direct URL or HTML link, embedding them with a JavaScript code, Inline HTML or iFrame, using the Facebook app or the WordPress plugin, using popups, the Blogger code snippet and many more. Once you have created and customized your form, go to the Publish section to complete your work. Read more in our documentation.
How do I change my form design?
You can change the design of your form in the Themes section, which is located in your form settings. We offer a set of more than 30 predefined form themes for your forms, but you can also create your own from scratch. You can customize the submit button, the logo and more. To apply your own stylesheets, all forms come with a custom CSS editor.

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