Viewing and Managing Form Responses

Access and review all form submissions in your FormRobin dashboard. View detailed response data, track completion status, and search through submissions easily.

Prerequisites

• Account: Logged into FormRobin
• Form: Published form with at least one submission

Accessing Form Responses

1. Go to your Dashboard or Forms page
2. Find the form you want to review
3. Click on the form card to view its details

4. You'll see the Sessions table with all form submissions

5. Click on any row to view complete submission details

Understanding the Sessions Table

The Sessions table displays submitted form data in columns:

• Checkboxes - Select one or more submissions for bulk actions
• Form Field Columns - Shows the data submitted for each field in your form (e.g., Name, Email, Phone, Message, etc.)
• Completed - Percentage of form fields answered, displayed with a visual progress bar
• Source Tracking - UTM parameters, referrer, device, and browser information (Individual plan only)

Note: The table columns are customized based on your form's fields. Different forms will display different columns matching their specific fields.

Understanding Completion Status

The Completed column shows what percentage of your form fields the user answered:

• 100% - User completed and submitted the entire form (all required fields answered)
• <100% - User submitted the form but skipped some optional fields, or started but didn't complete the form

The completion percentage is displayed with a color-coded progress bar for quick visual reference.

Note: FormRobin captures partial submissions automatically. Even if users don't complete the form, you'll see their responses up to the point where they stopped. This helps you understand where users drop off in your form.

Viewing Individual Response Details

To see complete details for any submission:

1. Click on any row in the Sessions table
2. A detail modal opens showing:
   • Submission ID - Unique identifier for this response
   • Submitted - Date and time the form was submitted
   • Completion - Percentage completed
   • Form Responses - All field labels and submitted values
   • Source Tracking - UTM parameters, referrer, landing page (Individual plan only)
   • Device Information - Device type, browser, OS, IP address (Individual plan only)
3. Download any file uploads if the form included file upload fields
4. Click Close or click outside the modal to return to the table

Source Tracking Data (Individual Plan)

On the Individual plan, each response includes detailed source tracking information visible in both the table and detail view:

• UTM Parameters - Source, medium, campaign, term, content
• Referrer URL - Where the user came from
• Landing Page - Page where form was accessed
• Device Type - Desktop, mobile, or tablet
• Browser - Chrome, Firefox, Safari, Edge (with version number)
• Operating System - Windows, macOS, iOS, Android, etc.
• IP Address - User's IP address

Free Plan: Source tracking data is captured but not displayed in the interface. Upgrade to Individual plan to view this data.

Searching Responses

Find specific submissions quickly using the search feature:

1. Use the search bar at the top right of the Sessions table
2. Type any text to search across all form field responses
3. Results filter automatically as you type
4. Search is case-insensitive and searches all submitted field values

Filtering Responses (Individual Plan)

Filter submissions by source tracking data using the Filters dropdown:

• Filter by UTM source, medium, or campaign
• Filter by device type (desktop/mobile/tablet)
• Filter by date range
• Combine multiple filters for precise results

Managing Responses

Deleting Individual Submissions

To delete a single submission:

1. Click on the row to open the detail modal
2. Click the Delete button in the modal
3. Confirm deletion when prompted
4. The submission is permanently removed

Warning: Deleted submissions cannot be recovered. Export your data before deleting if you need a backup.

Bulk Deleting Multiple Sessions

Delete multiple submissions at once with bulk actions:

1. Check the checkbox next to each session you want to delete
2. Or check the header checkbox to select all sessions on the current page
3. The Delete Selected button appears automatically in the top right
4. Click Delete Selected
5. Confirm deletion when prompted
6. All selected sessions are permanently removed

Bulk Selection Tip: The checkbox in the table header selects or deselects all sessions on the current page. If you have multiple pages of responses, you'll need to repeat the bulk delete process on each page.

Warning: Bulk deleted sessions cannot be recovered. Export your data before deleting if you need a backup.

Downloading File Uploads

1. Click on a row to open the response details
2. Find file upload field responses in the detail modal
3. Click the download link next to each file
4. File downloads to your computer

Pagination and Response Limits

• Responses are paginated for performance (typically 50-100 per page)
• Navigate between pages using pagination controls at the bottom
• Most recent submissions appear first
• All plans include unlimited responses - no storage limits

What Happens After Submission

When a user submits your form:

• Response appears immediately in your Sessions table
• Email notification sent to form owner (if notifications enabled)
• Completion percentage calculated based on fields answered
• Source tracking data captured automatically (Individual plan)
• Response is searchable and filterable
• Response is available in CSV export

Limitations

• Source Tracking View: Individual plan only (data captured on Free plan but not displayed)
• Advanced Filters: Individual plan only
• Real-time Updates: Refresh the page to see new submissions
• Editing: Submissions cannot be edited after submission, only viewed or deleted

Troubleshooting

Issue: No responses showing

Fix: Check that: (1) Form is published, (2) Users have actually submitted the form, (3) You're viewing the correct form. Try refreshing the page.

Issue: Can't see source tracking data

Fix: Source tracking is visible only on Individual plan. Free plan captures this data but doesn't display it in the interface. Upgrade to Individual plan to view.

Issue: Some responses show less than 100% completed

Fix: This is normal. Users may skip optional fields, or start your form but not complete it. FormRobin captures partial submissions automatically to help you understand drop-off points.

Issue: File upload not downloading

Fix: Check your internet connection. Ensure the file was actually uploaded by the user (not all fields may be required). Contact support if the issue persists.

Issue: Delete Selected button not appearing

Fix: Make sure you've checked at least one session checkbox. The Delete Selected button appears automatically when one or more sessions are selected. If the issue persists, refresh the page.

FAQ

Q: Are responses stored forever?

A: Yes, responses remain in your account until you manually delete them. There is no automatic deletion or time limit.

Q: Can I edit a submission after it's submitted?

A: No, submissions cannot be edited for data integrity reasons. You can only view or delete them.

Q: What's the difference between the table and detail view?

A: The Sessions table shows a quick overview with form field responses and completion percentage. Click any row to open the detail view, which shows complete submission information including ID, timestamp, and full source tracking data.

Q: Can I download all responses at once?

A: Yes, use the CSV Export feature to download all responses in a spreadsheet format.

Q: Can I bulk delete responses across multiple pages?

A: The select all checkbox only selects sessions on the current page. To delete sessions across multiple pages, you'll need to select and delete on each page individually.

Q: Why do some responses show less than 100%?

A: Responses below 100% indicate the user either skipped optional fields or started but didn't complete the form. This helps you identify which questions cause users to drop off.

Need more help? Contact support at support@formrobin.com - we're here to help!