Export

The " Export" button, located on the right side of the Submissions Management Panel, above the search bar, allows you to download any form's submissions as a csv file. In order to initiate an export of data, you must, at minimum, [[#Filters|filter]] your submissions by form. If any further narrowing of your data set is desired, select those criteria from "Filters" as well. Once the desired data is displayed, click the "Export" link. If successful, this message will be displayed:

Export started successfully. The result will be emailed upon completion. Check your notification center if you do not see the email.

Your export will not work if there is not a form selected as a filter. If that is the case, this message will be displayed:

Please select at least one form to export

If successful, you will receive an email from Flow Forms, to the email address associated with your Flow Forms account, that contains a link to download your csv file. The size of the file will dictate the speed of its arrival to your inbox.

All exports you initiate are also available in your "Notification Center." These can be accessed by clicking your user name, in the upper left corner, and selecting "Notification Center." Any of your requested exports that are ready for download will be listed under "Submission Exports" and are available for download from this location.

Print

The button for " Print" (beside "Export" at the top, right corner of the Submissions Management Panel) allows you to download a PDF and print individual, or a selection of, submissions.

To print a group/category of submissions, use the filtering options to display the desired results, then click the "Print" button to print them all at once. A modal window will appear that displays the number of submissions in that print request along with the options to either "Cancel" or "Start Print Job." To proceed with printing, click the "Start Print Job" button. A download progress bar will keep you informed of the progress of your request and, if successful, a "Download PDF" button will appear. Click to access the PDF and print. The modal also offers access to "Recent Print Jobs" that you have requested with the option to download them again.

To print a single submission, or select submissions, from your search results, select the desired submission/s by clicking their individual select box (to the left of the form's title in the submission's header). When what you want is selected (a check-mark is displayed), proceed with clicking "Print" and follow the above instructions. To exclude only a few submissions from a search display for printing, you can "Select All" by checking the select box that is directly above, in the "Bulk Actions Toolbar," and then unselect those you wish to exclude.

You also have the option to print an individual submission by clicking the gear icon (), found on the right side of that submission's header and navigate to "Print" or "Download as PDF" from the slide-out menu bar.

Filters

Flow Forms provides comprehensive filtering options to find exactly what you need.

To access the complete filter menu, click the blue " Filter" button in the submission management panel. A slide-out menu will present from the right side of the screen. If any filters are currently active, there will be a "Clear All" button available at the top. Clear the filters if you are starting a new search. Your [[#Submission Count|Submission Count]] is displayed at the top of this menu as well, beside "Filters," and will adjust in accordance with any filters you select.

Apply multiple filters in concert to narrow your search results. Choose from any of these filtering options:

Forms
Terms
Flow Step
Date Range
Status
Submitted By
Pending On
Participants
Submissions Without a Process

Forms

Display and search only the submissions from selected forms. Select the form/s to include in your search from the drop-down box that says, "Select forms to filter," or type the form's name/title into the search bar, which will appear within the drop-down box, and select from the results. A check-mark will appear beside any form that is selected for filtering. To un-select a form, click it a second time and the check-mark indicator will disappear.

After your desired form/s are selected from the drop-down menu, the number of forms you've selected for search are displayed in the drop-down box.

When a form is selected as a filter, that form's title will also appear on the submission management panel, beside " Forms." From the submission management panel, you then have the option to click the "X," listed with that form title, to cease filtering by that form.

Click "Apply Filters" to view your search results.

Terms

Choosing to filter by "Terms" allows you to display submissions that have a particular response to a specific form element. To do so, you must first select to filter by that [[#Forms|form]]. When at least one form is selected, "Terms" will appear as a filtering option just below the "Forms" drop-down box. When you click, "Add Term," a new drop-down box presents every form element that is included in the form/s you have selected.

When a form element is selected from the drop-down list, you will only be searching that selected form element for your specified term. Your search will not include any data that is received from any of the other form elements.

If the form element is a text input, a box for you to type the term you wish to filter for will appear that says, "Enter search value." If it is a radio, select, or checkbox style form element, then the box will be a drop-down (with search option) that contains the input options available for that specific form element.

Once the term or terms are specified, click the blue "+ Add Term" button and your criteria will be displayed, listing both the form element you selected and the term you entered. These can be cancelled by clicking the "X" beside your term selection, or by clearing the filters.

For example: I have selected a form called, "Client List," from the "Forms" filter option. So, when I click "Add Term" and select the drop-down box, every form element that is on the "Client List" form, such as: Business name, Contact name, Phone number, Address, etc., appears as an option. If I select the form element, "Address," and then type, "Montana," in the new text box that appears, I am selecting for my search results to display only clients that have "Montana" in the address category.

Flow Step

Start date / End date

If you want to display the submissions from a certain period of time, choose to filter by date. From the filter menu, click in the box below "Start Date," where the current date is displayed in gray, and either type in the 8 digit date (2 digit month, 2 digit day, 4 digit year), or select the date from the calendar, that marks the beginning of your search range. Repeat that process for the "End Date" of your search and click "Apply Filters" to view your submission results.

The submissions displayed will be based on the date they were submitted. If you have a form that has a date as one of its form elements, such as, "Invoice date," and would like to filter for that, you will need to use the "Terms" filter instead.

Sort By

Submission Status

Display and search submissions that share the status or statuses you select.

The color-coded bar at the top of each submission indicates the status of that particular submission as it progresses through its workflow toward approval/acceptance. Not every status is utilized in every form, but the exhaustive list is as follows:

Blue - Approved (submission is complete)
Yellow- Pending (waiting on another's action)
Red - Pending on Me (waiting on your action)
Orange - Sent Back (submission has been sent back to the form's originator)
Magenta - Info Requested (sent back to any flow-step for additional information)
Gray- Denied (submission has been rejected and cannot be continued)
Teal - Escalated (skipped flow-step(s) to seek input/approval)

Once your filtering selections are complete, click the "Apply Filters" button to see your results. For frequently accessed search criteria, you have the option to save a filter and name it accordingly.

Clear Filters

Any time a filter of any type is active, the option to "Clear Filters" will appear on the control panel, to the right of the "Filters" button, beside the search bar. This removes all active filters and restores the presentation of the full list of submissions available to you.

Quick-Filters

Two of the most commonly used filters, "Forms" and "Status," are easily accessible from their links on the control panel. When any of those filters are selected, they will appear on the submissions header, below the search bar, with the option to "X" out of any that you would like to remove from filtering.

Display Options

The submissions header also includes two clickable icons to switch between two display options:

"Collapse All"

Display an overview of the submission's elements that have been selected as pertinent at the time of the form's creation. This view option displays attachments as thumbnails and/or viewing links.

"Expand All"

Fully display all of the submission's data including an expanded view of attachments in some formats (png, jpeg).

Note - You can change the view of an individual submission rather than apply that view to the whole page. Expand an individual submission that is collapsed by clicking the "show more" button in that submission's header and, conversely, collapse an expanded submission by clicking its "show less" button. Additionally, see "Show More" button and "Show Less" button in the Submission View section below.

Submission View

Navigate to any of the entries that have populated below the Submission Page header to view a form's submission data.

The header of every individual submission displays:

Form Title/Name - click to start a new submission of that form type
Name of the submitter
"Edit" icon - if permission to edit is allowed, you may alter the inputs and add data/comments to the submission
"History" button - View every action that has been taken on that submission so far. You may also choose to "show conditional steps" for a more in-depth insight into the flow's parameters (not interesting to most of us)
Status of the submission - if not "Approved," it will list on whom it is pending
Time the submission was created
Time the submission was last updated
Gear icon for "Options" -
"Pop-out" - fully view a single submission on a reloaded page.
"Show More" button - fully view all data/entries on the form while remaining on your "Submissions" page. Also referred to as Expanded View
- Most attached documents (ex: .png, .jpeg) will also expand in view. PDFs will display a "view PDF" link in order to view the attachment in a modal window. Alternatively, you can click the attachment's link below it to download the attached document or photo.
"Show Less" button - return to the overview display of that submission (appears when in the expanded/"show more" view). Also referred to as Collapsed View
"+ Add Note" button - add additional information, comments, or attach files for the record. (Button appears at the bottom of each submission's window and also in the header when in expanded view. When viewing a full submission from the "Pop-out" option, Notes appear in a column on the right of the submission data with the most recent at the top. This view also includes the option to "hide notes.")
- When adding a note, you can optionally select permitted users to be notified of your addition. If you do not wish to notify a user that is selected, click their info from the dropdown to unselect them. If there are no notifications selected, the drop down box will display "No Users." You can also save your note as a draft and close
"View all notes" button - displays all notes submitted along with user name and time stamp (appears beside the "Add Note" button at the bottom of the submission's window when other notes exist).

Form-Specific Views

Navigate to any form to see its entries/data:

Submission count
Recent entries
Status overview

Filtering Submissions

Available Filters

Submitted By - Find submissions from specific users
Forms - Filter by specific forms
Status - View by submission status
Terms - Search within field data using field name: search term
Date Range - Filter by submission date
Participants - Find submissions involving specific users
Pending On - See submissions awaiting action from specific users

Using Filters

Click the filter icon in your submissions view
Select your filter criteria
Apply multiple filters to narrow results
Save frequently used filter combinations

Saved Filters

Create reusable filters for common searches:

Set up your filter criteria
Click "Save Filter"
Name your filter
Access saved filters from the dropdown menu

Submission Actions

Individual Actions

For each submission, you can:

View full details
Edit submission data (if permissions allow)
Add notes or comments
Change submission status
Assign to team members

Bulk Actions

Select multiple submissions to:

Export to CSV
Update status in bulk
Assign to users
Apply tags or categories

Grouping & Permissions

Group Access

Administrators can assign groups to view specific form submissions:

Edit the form
Go to "Additional Form Options"
Assign groups who should have access
Save changes

Permission Levels

View Only - See submission data
Edit - Modify submission content
Manage - Full control including deletion

Export Options

CSV Export

Export submissions to CSV format:

Apply any filters needed
Click "Export to Excel" button
Choose fields to include
Download your file

Data Format

Exported data includes:

All form fields
Submission metadata
Timestamps
Status information

Best Practices

Use filters to create custom workflows
Save commonly used filters
Regularly export data for backup
Set up group permissions appropriately
Use bulk actions to save time