Exporting Response Data

Download Your Form Type Data for Analysis and Reporting #

FORMEPIC’s export functionality allows you to download form responses in CSV format, making it easy to analyze data in spreadsheet applications, integrate with other systems, or create custom reports. Whether you need to export a single response or thousands of submissions, the export tools provide flexible options to get your data exactly when and how you need it.

Transform your form responses into actionable data files. Export to Microsoft Excel, Google Sheets, or any CSV-compatible application for advanced analysis, charting, pivot tables, or integration with CRM and marketing automation platforms.

CSV Export Functionality #

What is CSV Format? #

CSV (Comma-Separated Values):

• Industry-standard plain text file format
• Compatible with virtually all spreadsheet and database applications
• Each response appears as a single row
• Field names appear as column headers
• Data values are properly escaped and quoted for special characters

Advantages of CSV:

• Universal Compatibility: Opens in Excel, Google Sheets, Numbers, LibreOffice, and more
• Lightweight: Small file size even for large datasets
• Import-Friendly: Easy to import into databases and other systems
• Human-Readable: Can be viewed in any text editor
• No Proprietary Lock-In: Not tied to any specific software

CSV File Structure #

Header Row:

• First row contains column names
• Includes “Submitted At” followed by all form field labels
• Payment columns added automatically for forms with payments
• Order matches the field sequence in your form

Data Rows:

• Each subsequent row represents one form submission
• Values aligned with header columns
• Empty fields appear as empty cells (no data between commas)
• Special characters properly escaped

Example CSV Structure:

Submitted At,Name,Email,Phone,How did you hear about us?
24/01/2025 14:30:45,”John Smith”,”john@example.com”,”555-1234″,”Social Media”
24/01/2025 15:45:12,”Jane Doe”,”jane@example.com”,”555-5678″,”Search Engine”

Export Options #

From the Responses Dashboard #

Exporting Individual Form Responses:

1. Navigate to the Responses Dashboard
2. Locate the form you want to export
3. Click the Export button (download icon) next to the form
4. CSV file downloads automatically with all responses for that form

Dashboard Export Characteristics:

• Exports ALL responses for the selected form
• Respects date range filter if applied (only exports responses within date range)
• Includes all form fields as columns
• Filename format: FormTitle_responses.csv

From Individual Form Response Page #

Export All Responses:

1. Navigate to the individual form’s response page
2. Locate the Export button (download icon) in the control panel
3. Click to download all visible responses

Export Selected Responses:

1. Navigate to the individual form’s response page
2. Use checkboxes to select specific responses
3. Click the Export button with selections active
4. Only selected responses are included in the export

Response Page Export Characteristics:

• Option to export all or only selected responses
• Respects all active filters (date range, search, etc.)
• Respects visible rows based on current pagination
• Includes payment data if applicable

Data Format Details #

Standard Columns Included #

Submission Metadata:

• Submitted At: Date and time of submission
• Format: DD/MM/YYYY HH:MM:SS (e.g., “24/01/2025 14:30:45”)
• Uses server timezone
• 24-hour time format

Form Field Columns:

• One column per form field
• Column header = Field label text
• Values exactly as entered by respondent
• Empty fields = blank cells (no value)

Payment Data Columns (Payment Forms Only) #

For forms with payment fields, additional columns are automatically included:

• Payment Status: Current transaction status
• Values: “succeeded”, “pending”, “failed”, “refunded”, etc.
• Reflects status at time of export
• Payment Platform: Payment provider used
• Values: “stripe”, “paypal”
• Indicates which payment integration processed the transaction
• Payment Amount: Transaction amount
• Numeric value with 2 decimal places
• Does not include currency symbol (see Payment Currency)
• Payment Currency: Currency code
• Three-letter ISO code (USD, EUR, GBP, CAD, etc.)
• Uppercase format
• Payment Method: Type of payment method
• Values: “card”, “paypal”, “bank_transfer”, etc.
• Specific to payment provider capabilities

Special Field Type Formatting #

Timer Fields:

• Exported in the format configured in your form
• Seconds: Numeric value (e.g., “127”)
• Minutes: Numeric value (e.g., “2.12”)
• Hours: Numeric value with decimals (e.g., “0.035”)

Checkbox Fields (Multiple Selection):

• Multiple selected options separated by commas
• Example: “Option 1, Option 3, Option 5”

File Upload Fields:

• File name or URL to the uploaded file
• Multiple files may be comma-separated

Date Fields:

• Exported in consistent date format
• May vary based on form configuration

Signature Fields:

• Reference to signature image file or data URL
• May require separate download of signature images

Calculation Fields:

• Computed result value
• Numeric format based on calculation formula

Coupon Fields:

• Coupon code as entered by respondent
• Does not include validation status or discount amount in standard export

Data Escaping and Special Characters #

CSV Proper Formatting:

• Values containing commas are wrapped in quotes: "Last Name, First Name"
• Values containing quotes have quotes doubled: "He said ""Hello"""
• Line breaks within values are preserved
• Unicode characters are properly encoded

Data Integrity:

• No data loss during export
• Special characters preserved
• Maintains exact respondent input

Bulk vs. Individual Exports #

Bulk Export (Export All) #

When to Use:

• Downloading complete dataset for analysis
• Creating backups of all response data
• Generating comprehensive reports
• Migrating data to other systems

Characteristics:

• Includes all responses (or all filtered responses)
• One-click operation
• Fastest way to get full dataset

From Dashboard:

• Click export on any form to get all its responses

From Response Page:

• Click Export button with no selections to get all responses

Individual/Selective Export #

When to Use:

• Extracting specific subset of responses
• Creating targeted reports
• Sharing only relevant responses with team members
• Exporting qualified leads or specific respondent groups

How to Perform:

1. Navigate to the form’s response page
2. Use checkboxes to select desired responses
3. Click the Export button
4. Only checked responses are exported

Selection Strategies:

• Select All checkbox to quickly select all visible responses
• Individual checkboxes for specific responses
• Combine with filters to narrow selection before choosing
• Can span multiple pages if needed (selections persist during pagination)

Date Range Exports #

Exporting Filtered Date Ranges #

Purpose:
Extract responses only from specific time periods for targeted analysis or reporting.

How to Export by Date Range:

From Dashboard:

1. Click the Date Range Selector
2. Choose start and end dates
3. Click Apply
4. Click Export on the desired form
5. Download includes only responses within the date range

From Response Page:

1. Click the Date Range Selector
2. Select date range
3. Apply the filter
4. Response table updates to show only filtered responses
5. Click Export button (exports only visible filtered responses)

Date Range Export Scenarios:

Weekly Reports:

• Set range to Monday – Sunday of target week
• Export for consistent weekly data snapshots

Monthly Reports:

• Set range to first and last day of month
• Generate month-end reports

Campaign Analysis:

• Set range to campaign start and end dates
• Isolate campaign-specific responses

Year-End Reporting:

• Set range to January 1 – December 31
• Annual data compilation

Important Notes:

• Date ranges apply to the submission timestamp
• Start date includes responses from 00:00:00 of that day
• End date includes responses through 23:59:59 of that day
• Clear date range to export all-time data

File Naming and Organization #

Automatic File Naming #

Default Format:

• FormTitle_responses.csv
• Form title is used (with spaces replaced by underscores)
• Example: Customer_Feedback_Survey_responses.csv

Name Sanitization:

• Special characters removed or replaced
• Spaces converted to underscores
• Ensures file name compatibility across operating systems

Best Practices:

• Use clear, descriptive form titles for easier file identification
• Form titles automatically create distinguishable file names
• Downloaded files go to your browser’s default download location

Managing Exported Files #

Organization Tips:

1. Create Folder Structure: Organize exports by form type, department, or date
2. Date Suffix: Manually rename files to include export date (e.g., Survey_responses_2025-01-24.csv)
3. Version Control: Keep separate exports for different time periods
4. Backup Strategy: Store critical exports in cloud storage or backup drives

File Management Best Practices:

• Export regularly to maintain up-to-date backups
• Archive older exports to reduce clutter
• Use consistent naming conventions if renaming files
• Document export parameters (date ranges, filters) in file names or companion notes

Requirements #

To export response data:

• Active FORMEPIC account with appropriate permissions
• Forms with at least one response
• Browser with JavaScript enabled and download permissions
• Sufficient storage space on your device for downloaded CSV files
• CSV-compatible application for viewing exported data (Excel, Google Sheets, etc.)

Tips and Tricks #

Maximizing Export Efficiency:

1. Filter Before Export: Apply filters to create focused datasets before exporting
2. Use Date Ranges: Export specific time periods for cleaner reporting
3. Bulk Operations: Export all when you need complete data; be selective for specific analysis
4. Regular Backups: Schedule regular exports (weekly/monthly) as data backups
5. Test Exports: Do a quick test export with 1-2 responses to verify column structure before large exports

Working with Exported CSV Files:

Excel/Google Sheets:

• Use “Import” or “Open” to properly load CSV with correct encoding
• Apply data formatting (dates, numbers) after import
• Create pivot tables for advanced analysis
• Use formulas to calculate additional metrics

Data Analysis:

• Sort and filter within spreadsheet applications
• Create charts and graphs from exported data
• Calculate response rates and completion percentages
• Identify trends over time by comparing exports from different periods

Integration with Other Tools:

• Import into CRM systems (Salesforce, HubSpot, etc.)
• Load into email marketing platforms for segmentation
• Import into analytics tools for deeper insights
• Use with data visualization tools (Tableau, Power BI, etc.)

Handling Large Exports:

• For very large datasets (1000+ responses), consider date range exports to create manageable file sizes
• Split large exports by time period for faster processing
• Use database import tools for enterprise-level data management

Important Notes #

• Export Timing: Exports reflect data at the moment of export; new responses require a new export
• File Format: Only CSV format is currently supported (no Excel .xlsx or PDF exports)
• Data Privacy: Exported files contain all response data including personal information; handle securely
• Payment Data: Payment details are included in exports; ensure compliance with financial data regulations
• Character Encoding: CSV files use UTF-8 encoding to support international characters
• File Size: Very large exports (10,000+ responses) may take several seconds to generate and download
• Browser Downloads: Check your browser’s download settings if files aren’t appearing
• Partial Submissions: Partial (incomplete) submissions are included in exports with empty values for unanswered fields

Common Issues & Troubleshooting #

Problem: “Export button not downloading file”

• Solution: Check browser pop-up blocker settings; allow downloads from FORMEPIC. Verify you have responses to export. Try a different browser if issue persists.

Problem: “CSV file opens with scrambled characters”

• Solution: The file may not be opening with UTF-8 encoding. In Excel, use Data > From Text/CSV and select UTF-8 encoding. In Google Sheets, use File > Import and select UTF-8.

Problem: “Exported file is empty or has only headers”

• Solution: No responses match your current filter criteria. Clear date range and other filters, then try exporting again. Verify responses exist in the UI before exporting.

Problem: “Some columns are missing in the export”

• Solution: CSV exports include all form fields automatically. If fields are missing, verify they exist in your form structure. Column visibility settings in the UI don’t affect exports; all fields are always exported.

Problem: “Payment columns not appearing”

• Solution: Payment columns only appear if your form has payment fields configured and at least one response includes payment data. Verify payment integration is set up correctly.

Problem: “Date range export includes wrong dates”

• Solution: Verify your date range selection. Timezone may affect timestamp interpretation. Check that start date is before end date. Clear and reapply date range.

Problem: “Can’t export selected responses”

• Solution: Ensure you’ve checked at least one response using the checkboxes. Selection must be active when you click Export. Try refreshing the page and reselecting.

Problem: “Export includes partial submissions I don’t want”

• Solution: Currently, exports include both full and partial submissions. You can filter these in your spreadsheet application by checking the State column or by verifying required fields have values.

Problem: “CSV has too many columns”

• Solution: CSV exports include all form fields. To reduce columns, copy only needed columns in your spreadsheet application. Consider the column visibility feature in the UI to preview which fields matter before export.

Problem: “Exported data doesn’t match what I see on screen”

• Solution: Exports respect active filters including date ranges. Verify you’ve applied (or cleared) filters as intended. Check pagination—you might be viewing page 1 but exporting all pages.

Problem: “Special characters causing issues in spreadsheet”

• Solution: Ensure your spreadsheet application is interpreting the CSV with UTF-8 encoding. Most modern applications do this automatically, but older versions may require manual encoding selection on import.