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 a list of all form submissions
  5. Click View on any submission to see full details

Response List Overview

The responses list shows:

  • ID - Unique submission identifier
  • Started - Date and time of submission
  • Status - Completed or In Progress
  • Responses - Number of fields answered
  • Actions - View, Complete, or Delete options

Understanding Response Statuses

Completed (Green Badge)

The user finished and submitted the form:

  • All responses are saved
  • Submission timestamp recorded
  • Email notification sent (if enabled)
  • Included in CSV exports

In Progress (Yellow Badge)

The user started but didn't submit the form:

  • Partial responses are captured
  • No submission timestamp
  • No email notification sent
  • Still searchable and viewable
  • User can return to complete later

Note: FormRobin captures partial submissions automatically, even if users don't complete the form. This helps you understand where users drop off.

Viewing Individual Response Details

  1. Click View next to any submission
  2. See all field responses with labels and values
  3. Review submission metadata:
    • Submission date and time
    • Completion status
    • Source tracking data (Individual plan only)
    • Device and browser info (Individual plan only)
  4. Download file uploads if the form included file upload fields

Source Tracking Data (Individual Plan)

On the Individual plan, each response includes:

  • 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)
  • Operating System - Windows, macOS, iOS, Android, etc.
  • IP Address - User's IP address

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

Searching Responses

Find specific submissions quickly:

  1. Use the search bar on the responses page
  2. Search by response content (searches all field values)
  3. Results update automatically as you type
  4. Case-insensitive search

Filtering Responses (Individual Plan)

Filter submissions by source tracking data:

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

Managing Responses

Completing In-Progress Submissions

  1. Find an "In Progress" submission
  2. Click Complete button
  3. Submission is marked as completed
  4. Status changes to "Completed"

Deleting Submissions

  1. Find the submission you want to delete
  2. Click Delete button
  3. Confirm deletion when prompted
  4. Submission is permanently removed

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

Downloading File Uploads

  1. Open the response details
  2. Find file upload field responses
  3. Click the download link next to each file
  4. File downloads to your computer

Pagination and Limits

  • Responses are paginated for performance
  • Navigate between pages using pagination controls
  • Most recent submissions appear first
  • No limit on total responses (unlimited on all plans)

What Happens After Submission

  • Response appears immediately in your dashboard
  • Email notification sent if enabled
  • Completion timestamp recorded
  • Source tracking data captured (Individual plan)
  • Response is searchable and filterable
  • Available in CSV export

Limitations

  • Source Tracking View: Individual plan only (data captured for Free but not visible)
  • Advanced Filters: Individual plan only
  • Real-time Updates: Refresh page to see new submissions
  • Bulk Actions: Delete one submission at a time (no bulk delete)

Troubleshooting

Issue: No responses showing

Fix: Check that: (1) Form is published, (2) Users have 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 data but doesn't display it. Upgrade to view.

Issue: Partial submissions showing as "In Progress"

Fix: This is normal. Users who start but don't submit are tracked as In Progress. You can manually mark them as Completed or delete them.

Issue: File upload not downloading

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

FAQ

Q: Are responses stored forever?

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

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

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

Q: Do in-progress submissions count toward my response limit?

A: All plans include unlimited responses, so there's no limit to worry about.

Q: Can I download all responses at once?

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


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

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