The Entry Manager provides a quick, easy way of viewing, editing, filtering, printing, and deleting your form’s submissions. To get to the Entry Manager, you must first go to the Form Manager. From there, clicking on the form name, or on “Entries”, will take you to the Entry Manager.
The core of the entry manager is the datagrid, or the tabular listing of your data which is located at the bottom of the page. The datagrid is how you can quickly locate entries, and the datagrid will load up the first 6 entries that your form has received by default.
Navigating the Datagrid To navigate through the form submissions listed in the datagrid, click on the forward and backwards arrows that are located at the top-right of the datagrid. The forward and backwards arrows will take you to the next or previous 6 submissions. The double backward and double forward arrows will take you to the first 6 entries and last 6 entries that have been collected by your form.
Showing/Hiding Datagrid Fields To add or remove fields that are visible in the datagrid, click on the green plus (+) sign located at the top right-hand corner of the datagrid. Clicking on this will bring up a menu with a listing of all the fields that can be viewed. Fields with a check next to them will be visible, and fields with no check will be hidden.
Clicking on an entry in the datagrid will bring up the entry in the top-left space in the entry manager. By default, this entry will be in read-only mode. If you would like to edit the entry, continue reading until you find the section on “Editing an Entry”
Admin-Only Fields Any fields that you have designated as “Admin-Only” in the form builder will be displayed in the entry manager. The admin-only fields will show up when the form is loaded, and you can fill them out just like a normal field.
Viewing File Uploads To view any files that were submitted with an entry, you can either click on the file url in the datagrid, or you can click on the file in the read-only view of the entries data.
General Entry Information When you click on an entry, some default information about that entry will appear beneath the entry itself. In this section, you can find out who submitted the entry, what their IP address was, and when the submission was submitted.
If your form is payment enabled, then information about the payment will appear in the grey area to the right of the entry.
Amount The amount will display the total amount that was charged with the submission of a form. This amount will appear regardless if the charge was actually paid or not.
Status By default, the status of any submission will be “Unpaid”. If your merchant account is set up to notify Wufoo as a payment’s status changes, the status of the submission will reflect the real time status of the transaction.
Confirmation All merchant accounts will create a transaction number or a confirmation number for a payment.
To edit an entry, first click on an entry in the datagrid in order to populate the blank section above the datagrid with the entry. To the right of the entry data, you will see a grey section with 5 colored squares. Clicking on the “Edit” button will change the entry into an editable format. To edit the entry, simply fill out the form with the changes you want made and click on the “save changes” button located beneath the form. Note that editing an entry will permanently overwrite the data associated with that entry.
To create a new entry, first click on the “New” button that is located at the top right-hand side of the page. You will then be presented with a blank form that can be completed exactly like a public form. Once you’ve filled out the form, click the submit button located beneath the form. The new entry will refresh the datagrid and be included in the datagrid’s results.
To permanently delete an entry, first click on the entry that you’d like to delete in the datagrid. This will then populate the area above the datagrid with that entry. In the grey box area located at the right hand side of the page, you will see an icon labeled “Delete”. To delete the entry, click on the “delete” icon to delete the entry.
Mass Deleting Entries
At the top of the datagrid you’ll see a link to “Bulk Actions”. Clicking on the “Bulk Actions” link will bring up a set of actions on the right hand side of the datagrid, with one of the new actions being “delete”. Above that delete button, you’ll see the amount of entries that you are about to delete. All entries that are currently loaded into the datagrid will be deleted when the delete button is clicked. If you want to narrow down the entries that are deleted, you can use the search and filter functions located at the top of the datagrid.
Along with the 5 icons containing Edit and Delete, you will see the options to Print and Email.
Email - Upon clicking Email, a lightbox will pop up asking you to type the address of the recipient. You can add multiple address by separating them with a comma or semi colon. The email will contain all entry data: the submitted data, IP address, date created and a permanent link to the entry.
Printing - Using the Print button will prompt up the print dialogue, which will show only the left hand column of the entry manager. A custom style will be applied to save ink and space.
If you click on the “Bulk Actions” text at the top of the datagrid, it will open up a panel on the right side of the datagrid. If you click the blue “export” button, all entries currently loaded into the datagrid will be exported. If you only want to export specific entries, use the search functionality or the advanced search functionality to filter the entries.
To filter entries, you can either do a simple search by entering search criteria into the search box located at the top of the datagrid or an advanced search by clicking on the arrow inside of the search box.
A simple search will return all instances of the word you search for across all data collected.
When you bring up the filtering section, specify the field name you would like to filter, the condition you want to filter by, and the term you want filtered by. Click the “Submit” button, and datagrid will refresh with the newly filtered results.
Why is the datagrid loading empty?
How can I access the files uploaded through my forms?
To view files uploaded with an entry through the File Upload field, go to the Entry Manager by clicking on the “Entries” button under the form’s name in the Form Manager. Once there, you can see the files associated with an entry by selecting the entry from the Datagrid table located at the bottom of the page. You can also show the column that represents the File Upload field using the green plus box to add a column to the datagrid. You can then click on the link to the file to download it to your computer.
You can also access files by creating a report with the Report Builder and adding either a Datagrid widget or a Chart widget for the File Upload field. Then, when you view the report, you can access the files that way.
If you’ve set up email notifications for your form, you can also download files without having to login from your inbox.
Can I view more than 6 entries in the entry list?
Currently, it's not possible to view more than 6 entries at one time in the entry list. Alternatively, you can create a Datagrid style report in the Report Builder in which you can create a datagrid to show up to 100 entries per page.