Filtering, Searching & Sorting Responses

Efficiently Navigate and Organize Your Response Data #

FORMEPIC provides powerful filtering, searching, and sorting capabilities that help you quickly find specific responses and analyze data subsets. Whether you need to locate submissions from a particular time period, find responses by respondent email, or organize data by submission date, these tools make it easy to work with large response datasets efficiently.

Cut through hundreds or thousands of responses to find exactly what you need. Apply multiple filters simultaneously, sort by any column, and combine search terms with date ranges to create precise data views tailored to your analysis needs.

Date Range Filtering #

Using the Date Range Selector #

Location:

• Top-right section of the Responses Dashboard
• Top-right section of individual form response pages

How to Apply Date Filters:

1. Click the Date Range Selector button (calendar icon)
2. A calendar picker opens with two selection modes:

• Start Date: Click to select the beginning of your date range
• End Date: Click to select the end of your date range

1. Click Apply or Update to filter responses
2. Response table updates to show only submissions within the selected period

Date Range Options:

• Custom Range: Select any start and end dates
• Clear Filter: Remove date filter to show all-time responses
• Single Day: Select the same date for both start and end

Filter Behavior:

• Includes responses from 00:00:00 on start date through 23:59:59 on end date
• Updates response counts in real-time
• Affects export functions (only filtered data is exported)
• Persists while navigating between different views on the same form

Date Filter Use Cases #

• Campaign Analysis: View responses during specific marketing campaigns
• Monthly Reports: Filter by month boundaries for reporting periods
• Event Responses: Isolate submissions received during an event
• Trend Analysis: Compare different time periods by adjusting date ranges
• Seasonal Patterns: Examine response volumes during specific seasons
• Recent Activity: Focus on today’s or this week’s submissions

Form Type Filters (Dashboard View) #

Filtering by Form Type #

Accessing Type Filters:

1. Navigate to the Responses Dashboard
2. Click the Filter toggle button to enable filters (badge shows ON)
3. Locate the Type dropdown filter

Available Type Options:

• All: Show all form types (default)
• Form: Display only standard forms
• quiz: Show only quiz submissions
• poll: Display only poll responses
• Survey: Show only survey results

How Type Filtering Works:

• Select a type from the dropdown
• The forms list immediately updates to show only matching types
• Response counts and totals recalculate based on visible forms
• Combine with other filters for precise results

Response Count Filters #

Filtering by Minimum Responses #

Purpose:
Focus on forms that have received a certain threshold of submissions, helping you identify high-performing forms or forms needing attention.

How to Use:

1. Enable the Filter toggle on the dashboard
2. Find the Minimum Responses input field
3. Enter a number (e.g., “10” to show only forms with 10+ responses)
4. Forms list filters to show only those meeting or exceeding the threshold

Strategic Applications:

• High Volume Forms: Set minimum to 100+ to see most active forms
• Qualified Data: Filter for forms with sufficient responses for analysis
• Performance Review: Identify forms below expected response levels
• Priority Management: Focus on forms with highest engagement first

Search by Form Name #

Text Search Functionality #

Location:

• Available after enabling the Filter toggle on the Responses Dashboard

How to Search:

1. Click the Filter button to enable filters
2. Locate the search input field (typically labeled “Search by form name”)
3. Type any part of the form name
4. Results filter in real-time as you type

Search Behavior:

• Case-Insensitive: Matches regardless of capitalization
• Partial Matches: Finds forms containing the search term anywhere in the title
• Real-Time Filtering: Updates instantly as you type
• Combine with Other Filters: Works alongside type, date, and response count filters

Search Tips:

• Use distinctive keywords from form titles for faster results
• Search by purpose (e.g., “survey”, “feedback”, “registration”)
• Use campaign names if included in form titles
• Try shorter search terms if specific searches return no results

Sorting Options #

Responses Dashboard Sorting #

Default Sort:

• Forms are sorted by Last Updated (most recent first)
• Recently modified forms appear at the top of the list

Sort Behavior:

• Automatic based on update timestamps
• Helps you find forms you’ve recently worked on
• New responses update the form’s position in the list

Individual Form Response Sorting #

Sortable Columns:
From the individual form response page, you can sort by:

• Submitted At: Submission timestamp (default)
• Respondent Email: Alphabetically by email address
• Response ID: By unique identifier

How to Sort:

1. Click on any column header in the response table
2. First click sorts descending (newest or Z-A first)
3. Second click sorts ascending (oldest or A-Z first)
4. Third click returns to default sort

Sort Indicators:

• Up Arrow (↑): Column sorted ascending
• Down Arrow (↓): Column sorted descending
• No Arrow: Column not used for sorting

Multi-Column Sorting:
Currently, only one column can be sorted at a time. Clicking a new column header changes the sort to that column.

Last Response Filter #

Filtering by Response Activity #

Purpose:
Find forms based on when they last received a submission, helping identify active or dormant forms.

Filter Options:

• All: Show all forms regardless of last response time (default)
• Today: Forms that received responses in the last 24 hours
• This Week: Forms with responses in the last 7 days
• This Month: Forms with responses in the last 30 days
• No Responses: Forms that have never received a submission

How to Apply:

1. Enable the Filter toggle on the dashboard
2. Locate the Last Response dropdown
3. Select your desired timeframe
4. Forms list updates to show only matching forms

Use Cases:

• Active Monitoring: Check “Today” to see current activity
• Engagement Tracking: Use “This Week” for campaign monitoring
• Dormant Forms: Select “No Responses” to find forms needing promotion
• Reporting Periods: Align with “This Month” for monthly reviews

Last Updated Filter #

Filtering by Form Modification Date #

Purpose:
Find forms based on when they were last modified (content changes, settings updates, etc.), independent of response activity.

Filter Options:

• All: Show all forms regardless of update time (default)
• Today: Forms modified in the last 24 hours
• This Week: Forms updated in the last 7 days
• This Month: Forms modified in the last 30 days

How to Apply:

1. Enable the Filter toggle on the dashboard
2. Locate the Last Updated dropdown
3. Select your desired timeframe
4. Forms list updates accordingly

Difference from Last Response:

• Last Updated: Reflects any change to the form itself (fields, settings, design)
• Last Response: Reflects when someone submitted the form
• A form can be recently updated but have no recent responses, and vice versa

Combining Multiple Filters #

Advanced Filtering Strategies #

Multiple Filters Work Together:
All active filters are applied simultaneously using AND logic:

• Form must match ALL active filter criteria to appear
• More filters = more specific results

Example Combinations:

High-Performing Surveys This Month:

• Type: Survey
• Minimum Responses: 50
• Last Response: This Month
• Result: Active surveys with strong engagement

Recent Forms Needing Attention:

• Last Updated: This Week
• Last Response: No Responses
• Result: Newly created or modified forms that haven’t received submissions yet

Campaign-Specific Analysis:

• Search: “Spring Campaign”
• Date Range: March 1 – March 31
• Minimum Responses: 10
• Result: Campaign forms with sufficient data for analysis

Filter Management #

Enabling and Disabling Filters #

Filter Toggle Button:

• OFF State: Badge shows “OFF”, button is outlined
• ON State: Badge shows “ON”, button is highlighted
• Clicking toggles between states

Clearing Filters:

• Method 1: Click the Filter toggle to turn OFF (clears all filters instantly)
• Method 2: Manually reset each filter to its default value
• Method 3: Refresh the page

Filter Persistence:

• Filters remain active while navigating between forms
• Filters reset when you navigate away from the Responses section
• Date ranges persist until manually cleared or page refresh

Requirements #

To use filtering, searching, and sorting features:

• Active FORMEPIC account
• Access to the Responses Dashboard or individual form response pages
• Forms with response data (for meaningful filtering)
• Browser with JavaScript enabled

Tips and Tricks #

Efficient Data Navigation:

1. Start Broad, Then Narrow: Begin with all responses, then apply filters incrementally
2. Use Date Ranges First: Limit to relevant time periods before applying other filters
3. Combine Search with Filters: Use text search to find form categories, then refine with type and response filters
4. Sort After Filtering: Apply filters first, then sort the filtered results for best organization
5. Save Filter Combinations: Note effective filter combinations for recurring analysis tasks (manual note-taking, not saved in system)

Performance Optimization:

• Clear unused filters to show more results
• Use specific date ranges instead of “All Time” for large datasets
• Sort by Submitted At (descending) to see most recent activity first

Analysis Workflows:

Daily Monitoring:

1. Set Date Range to “Today”
2. Sort by Submitted At (descending)
3. Review newest responses first

Monthly Reporting:

1. Set Date Range to the full month
2. Filter by Type if needed
3. Export filtered data for external analysis

Problem Form Identification:

1. Filter Last Response: “No Responses”
2. Filter Last Updated: “This Month”
3. Identify and review forms that should be receiving responses

Important Notes #

• Filter Combinations: Some filter combinations may return no results if criteria are too restrictive
• Date Range Impact: Date filters affect both display and export functions
• Real-Time Updates: Filtered views reflect the current database state and update on page refresh
• Sort Persistence: Sort preferences reset when navigating between forms or refreshing the page
• Case Sensitivity: Search is case-insensitive for user convenience
• Number Filters: Minimum response filter accepts whole numbers only (no decimals)
• Time Zones: All timestamps use server timezone for consistency
• Filter Performance: Heavy filtering on large datasets may take a few seconds to process

Common Issues & Troubleshooting #

Problem: “Filter toggle won’t turn ON”

• Solution: Click directly on the Filter button text or badge area. Refresh the page if unresponsive. Ensure JavaScript is enabled in your browser.

Problem: “No forms showing after applying filters”

• Solution: Your filter criteria are too restrictive. Clear some filters or broaden criteria (e.g., extend date range, lower minimum responses, change type to “All”).

Problem: “Search not finding a form I know exists”

• Solution: Check spelling of search term. Try searching with a shorter keyword. Verify the form has responses (forms without responses don’t appear on Responses Dashboard). Search is case-insensitive, so capitalization isn’t the issue.

Problem: “Sort order seems wrong”

• Solution: Click the column header again to change sort direction. Verify you’re sorting by the intended column (check for arrow indicators). Refresh the page to reset to default sort.

Problem: “Last Response filter showing unexpected results”

• Solution: Verify the timeframe you’ve selected. “This Week” means last 7 days, not the current calendar week. “Today” is the last 24 hours from now, not the calendar day. Check if there’s also a date range filter active that conflicts.

Problem: “Date range not filtering correctly”

• Solution: Ensure both start and end dates are selected. Click Apply/Update after selecting dates. Verify the date range makes sense (end date should be after start date). Clear and reapply if needed.

Problem: “Filters cleared unexpectedly”

• Solution: Filters reset when you turn the Filter toggle OFF or navigate away from the Responses section. This is expected behavior. Reapply your filters as needed.

Problem: “Can’t sort by a specific field in my form”

• Solution: Sorting is currently limited to standard columns (Submitted At, Email, ID). Custom form fields are not sortable directly in the UI. Export to CSV for advanced sorting in spreadsheet applications.

Problem: “Minimum responses filter not working”

• Solution: Ensure you’ve entered a valid whole number. The filter only accepts integers (no decimals or text). Verify filters are enabled (toggle is ON). Try a lower number to test if any forms meet the criteria.