Exporting Form Data as CSV

Download all your form responses in CSV (spreadsheet) format for analysis, reporting, or archiving. Export works with Excel, Google Sheets, and other spreadsheet applications.

Prerequisites

  • Account: Logged into FormRobin
  • Form: Form with at least one submission
  • Plan: Available on ALL plans (Free and Individual)

What is CSV Export?

CSV (Comma-Separated Values) is a universal file format that works with all spreadsheet applications. Exporting to CSV lets you:

  • Analyze data in Excel or Google Sheets
  • Create charts and reports
  • Import data into other systems
  • Archive responses offline
  • Share data with team members
  • Perform advanced filtering and calculations

How to Export Responses as CSV

  1. Go to your Dashboard or Forms page
  2. Click on the form you want to export
  3. On the responses page, look for Export or Export CSV button
  4. Click Export CSV
  5. File downloads automatically to your computer
  6. Open the file in Excel, Google Sheets, or any spreadsheet app

CSV File Structure

The exported CSV includes:

Columns

  • Field columns - One column per form field (in field order)
  • Submitted At - Date and time of submission
  • Last Updated - When response was last modified
  • Source tracking columns (Individual plan only):
    • UTM Source
    • UTM Medium
    • UTM Campaign
    • UTM Term
    • UTM Content
    • Referrer URL
    • Landing Page
    • Device Type
    • Browser
    • Operating System
    • IP Address

Rows

  • First row: Column headers (field labels)
  • Subsequent rows: One row per submission
  • Includes both completed and in-progress submissions
  • Empty cells for unanswered fields

File Naming Convention

Downloaded files are named:

form_{form_id}_responses_{timestamp}.csv

Example:

form_123_responses_20250120_143025.csv

This helps you keep track of multiple exports and when they were created.

Opening CSV Files

Microsoft Excel

  1. Open Excel
  2. Go to File → Open
  3. Select the downloaded CSV file
  4. Data loads automatically with proper formatting

Google Sheets

  1. Go to Google Sheets
  2. Click File → Import
  3. Select Upload tab
  4. Drag and drop the CSV file or browse to select it
  5. Choose import options (usually defaults work fine)
  6. Click Import Data

Apple Numbers

  1. Open Numbers
  2. Go to File → Open
  3. Select the CSV file
  4. Data imports with automatic formatting

How Different Field Types Export

Text Fields

Short text, long text, email, URL: Export as plain text

Numeric Fields

Number fields: Export as numbers (can be used in calculations)

Date Fields

Date fields: Export in standard date format (sortable)

Multiple Choice & Dropdown

Export the selected option text

Checkboxes

Export as "true" or "false" (or "yes"/"no")

File Upload Fields

Export as file names or download URLs

Note: Files themselves are not included in CSV. Download them separately from response details.

Fields with Multiple Values

Multiple selections are comma-separated in a single cell

Source Tracking in Exports (Individual Plan)

Individual plan exports include additional columns:

  • Marketing attribution data (UTM parameters)
  • Traffic source information
  • Device and browser details
  • Geographic data (via IP address)

Free Plan: Source tracking columns are not included in exports. Upgrade to Individual to export this data.

Common Use Cases

Data Analysis

  • Create pivot tables
  • Generate charts and graphs
  • Calculate averages, totals, trends
  • Identify patterns in responses

Reporting

  • Share data with stakeholders
  • Create weekly/monthly reports
  • Present findings to team

Backup & Archiving

  • Keep offline copies of responses
  • Archive old data
  • Maintain historical records

Data Migration

  • Import into CRM systems
  • Transfer to databases
  • Feed into marketing automation tools

Best Practices

  • Export regularly - Create backups periodically
  • Label clearly - Rename files with descriptive names
  • Keep raw data - Save original CSV before making changes
  • Document changes - Note any manual edits or modifications
  • Secure sensitive data - Protect files containing personal information

Limitations

  • File Format: Export is CSV only (no Excel .xlsx format)
  • File Uploads: Actual files not included, only references
  • Real-time: Export reflects data at time of download (not live)
  • Source Tracking: Individual plan only
  • All Responses: Exports all submissions (cannot select specific date range in export)

Troubleshooting

Issue: CSV file not downloading

Fix: Check your browser's download settings and popup blocker. Try a different browser if the issue persists.

Issue: CSV opens with garbled text

Fix: The file encoding may be incorrect. In Excel, use Data → Get Data → From File → From Text/CSV and select UTF-8 encoding.

Issue: Dates showing as numbers in Excel

Fix: Select the date column, right-click, choose Format Cells, and select Date format.

Issue: Missing source tracking columns

Fix: Source tracking export is only available on Individual plan. Free plan exports do not include these columns.

FAQ

Q: Does exporting delete my responses?

A: No, exporting creates a copy. Your original data remains in FormRobin.

Q: Can I export specific date ranges?

A: The export includes all responses. After downloading, filter by date in your spreadsheet application.

Q: How often can I export?

A: Unlimited. Export as many times as needed.

Q: Are in-progress submissions included?

A: Yes, both completed and in-progress submissions are included in the export.


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

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