Managing Form Entries

Once users begin submitting form entries, you’ll want to do these things with them:

• View form entries
• Export form entries
• Delete form entries

Start by learning how to access and view the entries.

Viewing Form Entries

When users fill out forms, they’re generating data. You’ll want to see that data at some point.

1. From the Menu, navigate back to the Content → Forms section of The Lunar Resort site.

2. Click the Actions () button for the form and select View Entries.

   

   Figure 1: You can view the entries right in the Forms application.

3. What if you have a lot of form fields and you can’t see all the data for each entry in the search container? Just click the Actions () button for the entry and select View. You’re shown all the specifics for that form entry.

   

   Figure 2: You can view a single entry right in the Forms application.

Viewing entries is great, but this is serious data we’re talking about. You might need to get all the entries into a spreadsheet so you can work with them.

Exporting Form Entries

So you need to put your form entries in a spreadsheet to do spreadsheet things with them? No problem.

1. Navigate to the Forms application in The Lunar Resort site’s Content section again.

2. Click the Actions () button and select Export.

3. Choose a File Extension. You can export entries in CSV, XLS, or XML formats by default. For this example, pick CSV.

4. Click Okay, and open the file or save it locally. Open it with your favorite spreadsheet program and verify your form entries.

Figure 3: You can export entries as CSV, XLS, or XML.

Note: The Forms application itself has an Import/Export window accessible from the application’s Configuration menu (). This is how you import and export the application configuration and its data (forms and form entries). The file format for this type of import and export is a LAR file. For more information, see the article on importing and exporting application content.

There’s a system level setting to determine whether administrators can export entries in CSV format:

1. Go to Control Panel → Configuration → System Settings and click the Forms category in the Content section.

2. Click the Forms entry under SITE SCOPE.

3. The CSV Export property has three options:

   • Enabled to enable CSV Export without a warning
   • Enabled (Show Warning) to enable CSV Export with the following warning to administrators: This CSV file contains user supplied inputs. Opening a CSV file in a spreadsheet program may be dangerous.
   • Disabled to turn off CSV Export.

Once you export a batch of form entries, it can make sense to delete them from the database.

Deleting Form Entries

What if you export a form’s entries and now you want to remove them from the Liferay database? It’s easy to delete all of a form’s entries at once.

1. Navigate back to the Forms application In The Lunar Resort Content section.

2. Click the Actions () button next to the Guest Survey form and select View Entries again.

3. Select all entries by checking the box next to Filter and Order. A trash can icon () appears in the top right corner of the Form Entries screen. Click it.

   

   Figure 4: Delete all form entries in one fell swoop.

If you just wanted to delete a single entry, select that entry by checking its box; then click the trash can.

If you’re worried about deleting everything irrecoverably by accident, don’t worry. You must confirm the deletion in a dialog box that pops up after clicking the trash can.

Now you can create basic forms and manage the entries. Keep reading in this section to learn about the many additional form building features available to you.