How to Export Online Form Data with Formstack

Written by Abby Nieten on April 1, 2014

Posted in Form Hacks

When your online forms start receiving submissions, you may run around shouting, “It worked! It’s ALIVE!” like some crazy Dr. Frankenstein. But when the initial excitement dies down, you might discover that you don’t know how to share data with your team. Luckily for you, Formstack makes it easy to share form data (and the excitement that comes with it).

Sharing Online Forms
Before you start, you’ll want to determine exactly what you need to share with others. Depending on the data you collect, you may prefer to keep some information private when you are sharing form data. Formstack allows administrators to be selective in what and how much is shared with a few simple steps.

Step 1: Run a report
Formstack allows you to run specific reports, and the options are practically endless. You can run a report based on how people answered a certain question, or by submission date, or if it is approved or denied. Reports allow you to use Formstack analytics to drill down into your data to see patterns and make important decisions.

To run a report from the Submissions tab, click New, and then click on Filter Results. At this point you can add one or more filters to search your data and display only those submissions in the report. After you have created your report, it will be listed in your Report drop-down menu. You can edit your report at any time by clicking the Filter button and changing the parameters.

Step 2: Share
Once you have created a report, open it and click on the Share button. You’ll be asked what you want to share: only charts, the data table and charts, or all data/charts and submissions details. The link will only give individuals access to the data in that report. And if your database is encrypted, only those with the encryption password will be able to access data shared via the Share Link. These restrictions help to protect your data and allow you to share information on a need-to-know basis.

Once you have approved sharing, a green “on” button will be displayed on the Share icon and a Share Link button will appear in the top right corner of the page. When you click the Share Link button, the shared view will open so you can preview what is displayed. Simply copy that URL to share the link with others. And remember: anyone who has the URL will be able to access the shared data.

Exporting Data
Depending on how you plan to use your data, you may want to export it into various formats. But don’t just stare at your screen and freak out about how to export data to Excel or PDF—it only takes a few steps. After all, part of the benefit of using an online form builder like Formstack is that it makes dealing with data simple. So whether you are wondering how to export data to CSV, Excel, Word, or PDF, we’ve got you covered.

Option 1: Export submissions
From the Submissions tab, locate the two drop-down menus at the bottom left of the page. You will either choose “All Submissions” or check the boxes next to specific submissions you would like to export and choose the “Selected Submissions” option. Lastly, select your export output (CSV, Excel, RTF, or PDF) and the data will be automatically created in that format.

Option 2: Export submission reports
Just like in sharing, you can create specific reports. To create a report, click New in the top left corner of the Submission database. Once the report has been created, you can filter the data via the Filter icon that will appear automatically along the top of the page. For example, to filter data by the date submitted, choose the filter option and then enter the date ranges you would like.

Formstack Makes Dealing With Data Hassle-Free
Sharing and exporting data is easy with Formstack. And thanks to near-endless reporting options, you are sure to gather the information you want in a format you need. Once you see how simple sharing and exporting data can be, you’ll be looking for excuses to create new reports. Ready to sign up for a free trial? Follow the link below!

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