--- title: Managing forms and inquiries excerpt: See who's submitted a form, export entries to a spreadsheet, change who gets emailed, edit a form's questions, and add a form to a page. tags: [forms, gravity forms, entries, notifications] target: client:brentwood ---

The site's forms are built with Gravity Forms. Everything to do with them — the forms themselves, every submission, who gets emailed, and where a form appears on a page — lives under Forms in the left-hand menu. Two forms are currently in use: Admissions Inquiries (migrated) and Contact Information. ("Migrated" is just left over from moving the form across from the old site — it doesn't affect anything.)

How do I see form submissions?

Every submission is called an entry.

Go to Forms → Entries in the left-hand menu — or go to Forms → Forms and click the number of entries shown next to the form you want.
Entries are listed newest first. Any you haven't opened yet appear in bold.
Click a row to open it and read everything the person filled in.

Two ways to keep track as you work through them:

Read / unread — opening an entry marks it read automatically. To mark one by hand, use the Mark read / Mark unread link on its row, or tick several rows and choose it from the bulk actions menu above the list.
Star — click the star next to a row to flag it (a follow-up, something urgent). Click Starred above the list to see only flagged entries.

How do I export entries to a spreadsheet?

You can download a form's entries as a spreadsheet (CSV) — handy for reporting, or sharing with someone who doesn't have a website login.

Go to Forms → Import/Export.
Click Export Entries.
Choose the form under Select a Form.
Under Select Fields, tick the questions you want as columns — or leave them all ticked to export everything.
To limit the export to a specific period, set a Select Date Range. Leave it blank to export every entry.
Click Download Export File. The file downloads to your computer and opens in Excel, Google Sheets or Numbers.

How do I change who gets notified when someone submits a form?

Each form has its own notifications — the emails sent out automatically whenever someone submits it.

Go to Forms → Forms and click the form's title to open it.
Click Settings, then Notifications.
Click the notification you want to change — usually called Admin Notification — or click Add New if the form doesn't have one yet.
Under Send To, choose Enter Email and type the address that should receive submissions. Separate more than one address with a comma.
Click Update Notification.

Important

Admissions Inquiries (migrated) doesn't currently have a notification set up — nobody is emailed automatically when it's submitted. Follow the steps above and click Add New to set one up; otherwise the only way to know someone has applied is to check Forms → Entries.

How do I edit a form's questions?

Go to Forms → Forms and click a form's title to open the form editor.

Add a question — drag a field from the Add Fields panel on the right into the form, or click it to add it to the end. Fields are grouped into Standard Fields (name, email, plain text, and so on) and Advanced Fields (address, phone, file upload, and more).
Edit a question — click it in the form. Its options open in the Field Settings panel on the right, including its Label (the question text shown to visitors) and whether it's required.
Reorder questions — drag a field up or down by its title bar.
Remove a question — click it, then click the trash icon on the field.

Click Save Form when you're done.

Note

Adding, renaming and reordering questions is safe any time. If you delete one, do it deliberately — it's gone from the form for everyone who fills it in from then on.

How do I put a form on a page?

Edit the page, click the block inserter +, and search for Gravity Forms.
Add the block. In the settings panel on the right, choose the form from Select a Form.
Turn Show Form Title and Show Form Description off if the page already has its own heading and intro text.
Click Update (or Publish).

How do I create a new form?

Only do this for a genuinely new form — to change an existing one, edit it instead (see How do I edit a form's questions?).

Go to Forms → New Form.
Type a Form Title and, if you like, a Form Description.
Click Create Form — it opens straight in the form editor, ready for you to add questions.

Once it's built, set up Settings → Notifications so the right person gets emailed (see How do I change who gets notified when someone submits a form?), then add the Gravity Forms block to a page to publish it.