Once your forms are active and collecting information from website visitors, the Site Manager provides comprehensive tools for viewing, managing, and analyzing the submitted data. This article covers everything you need to know about working with form submissions, from basic viewing to advanced filtering and data export.
Effective management of form submissions helps you stay organized, respond to inquiries promptly, and gain valuable insights from the information your visitors provide.
Understanding Form Submissions
What Are Form Submissions?
Form submissions are the data records created when visitors complete and submit forms on your website. Each submission contains:
- Form Data - The actual information entered by the visitor
- Submission Details - Date, time, and source information
- Contact Information - Name and email of the person submitting (when provided)
- Form Context - Which form and form group the data came from
Types of Form Submissions
Your Site Manager tracks submissions from various sources:
- Email Forms - Contact forms and custom forms on website pages
- Member Directory - Information from member profile updates
- E-Commerce Orders - Additional data collected during the ordering process
- Account Information - Customer profile and preference updates
Accessing Form Submissions
Getting to Form Data
- Log into your Site Manager admin panel
- Navigate to Forms in the main menu
- Click on Form Submissions or Form Data
- Select the specific form group or type you want to view
Form Data Interface
The Form Data page displays submissions in a searchable table format with:
- Submission Date - When the form was submitted
- Submitted By - Name and email of the submitter
- Form Fields - Columns for each field in the selected form group
- Action Options - Export and filtering controls
Filtering by Form Type
Use the filtering options to view specific types of submissions:
- Form Group Filter - View submissions from a specific form group
- Date Range - Filter by submission date
- Email/Store Integration - View submissions from specific sources
Viewing Form Submissions
Reading Submission Data
Each row in the submissions table represents one form submission:
- Column Headers - Show the field names from your form
- Data Cells - Display the actual information submitted
- Date/Time - Shows when the submission was received
- Contact Info - Name and email of the submitter (when available)
Understanding Data Layout
The table automatically adjusts to show:
- All Fields - Columns for every field in the selected form group
- Submitted Values - The actual data entered by visitors
- Empty Fields - Blank cells where no data was provided
- Multiple Selections - Checkbox selections displayed as lists
Navigating Large Datasets
For forms with many submissions:
- Pagination Controls - Navigate through multiple pages of data
- Sorting Options - Click column headers to sort by that field
- Search Function - Find specific submissions quickly
- Date Filtering - Limit results to specific time periods
Searching and Filtering Submissions
Using Search Functions
The Site Manager provides several ways to filter your submission data:
- Text Search - Search within submission content for specific terms
- Date Filters - View submissions from specific date ranges
- Form Group Filters - Focus on submissions from particular form groups
- Email Filters - Find submissions from specific email addresses
Advanced Filtering Options
For more precise data filtering:
- Field-Specific Searches - Search within specific form fields
- Multiple Criteria - Combine different filter types
- Saved Searches - Quick access to commonly used filters
- Custom Date Ranges - Specify exact start and end dates
Sorting Submission Data
Click on column headers to sort submissions by:
- Submission Date - Most recent first or oldest first
- Submitter Name - Alphabetical order
- Email Address - Alphabetical order
- Field Values - Sort by content in specific fields
Exporting Form Data
Excel Export Function
Export your form data for external analysis:
- Navigate to the form submissions you want to export
- Apply any desired filters to limit the data
- Click the Export or Excel button
- Choose your export format (typically Excel/XLS)
- The file will download to your computer
What's Included in Exports
Exported files contain:
- All Visible Columns - Every field from the filtered view
- Submission Metadata - Dates, contact information
- Formatted Data - Properly formatted for spreadsheet use
- Headers - Column names matching your form field labels
Export Best Practices
- Filter Before Exporting - Only export the data you need
- Regular Backups - Export data periodically for backup purposes
- Date Range Exports - Export data in manageable time periods
- Document Exports - Keep notes about what each export contains
Working with Different Submission Types
Email Form Submissions
Submissions from website contact forms include:
- Standard Fields - Name, email, subject, comments
- Custom Fields - Any additional fields from attached form groups
- Recipient Information - Who the message was sent to
- Message Context - Which page the form was submitted from
Member Directory Submissions
Information submitted through member profile updates:
- Personal Details - Name, contact information, family details
- Directory Fields - Information displayed in the member directory
- Custom Fields - Additional fields specific to your organization
- Update History - Track changes to member information
E-Commerce Submissions
Data collected during the ordering process:
- Customer Information - Billing, shipping, contact details
- Order Details - Items, quantities, preferences
- Custom Fields - Additional information collected during checkout
- Payment Context - Order numbers and transaction details
Data Management Best Practices
Regular Data Review
Establish a routine for reviewing submissions:
- Daily Checks - Review new contact form submissions
- Weekly Analysis - Look for trends and patterns
- Monthly Exports - Backup important data regularly
- Quarterly Cleanup - Archive or remove old data as needed
Organizing Submission Data
Keep your data organized:
- Consistent Filtering - Use the same filters for regular reports
- Clear Naming - Use descriptive names for exported files
- Folder Structure - Organize exported files logically
- Documentation - Keep notes about data sources and purposes
Privacy and Security Considerations
Handle submission data responsibly:
- Access Control - Limit who can view sensitive information
- Data Retention - Don't keep data longer than necessary
- Export Security - Store exported files securely
- Regular Cleanup - Remove outdated or unnecessary submissions
Responding to Form Submissions
Contact Form Responses
For contact form submissions:
- Timely Responses - Respond to inquiries promptly
- Professional Communication - Use appropriate tone and language
- Complete Answers - Address all questions or concerns raised
- Follow-Up - Check if additional assistance is needed
Member Information Updates
When members submit information updates:
- Verify Changes - Confirm accuracy of submitted information
- Update Records - Apply changes to member directory
- Acknowledge Receipt - Let members know updates were processed
- Handle Errors - Contact members if information seems incorrect
Order-Related Submissions
For e-commerce submissions:
- Order Processing - Incorporate custom information into order fulfillment
- Customer Service - Address special requests or concerns
- Record Keeping - Maintain submission data with order records
- Quality Control - Review custom information for completeness
Troubleshooting Common Issues
Missing Submissions
If expected submissions aren't appearing:
- Check Spam Protection - Verify submissions aren't being blocked
- Verify Form Configuration - Ensure forms are properly set up
- Test Form Functionality - Submit test data to confirm operation
- Review Date Filters - Make sure you're viewing the correct time period
Data Export Problems
If exports aren't working properly:
- Check File Permissions - Ensure your browser can download files
- Try Different Formats - Use alternative export options if available
- Clear Browser Cache - Refresh your browser and try again
- Contact Support - Reach out if exports consistently fail
Incomplete Submission Data
If submissions appear incomplete:
- Review Required Fields - Check if validation is working properly
- Test Form Flow - Complete forms yourself to identify issues
- Check Field Configuration - Verify all fields are set up correctly
- Monitor User Feedback - Ask visitors about any form difficulties
Search and Filter Issues
If searching isn't working as expected:
- Check Search Terms - Verify spelling and try different keywords
- Clear Existing Filters - Remove filters that might limit results
- Refresh the Page - Reload the interface and try again
- Use Broader Criteria - Start with general searches and narrow down