Managing Responses

Once your form starts collecting responses, you can manage them directly from the dashboard. This guide covers the submissions table, in-progress saves, individual response views, exports, and email notification tracking.

Viewing responses

There are two ways to access your form’s responses:

1. From the forms list — Click the response count link on any form card, or open the ⋯ menu and select Responses.
2. From the form builder — Switch to the Submissions tab at the top of the builder.

Both routes open the submissions table, which displays submitted responses and in-progress saves in a structured, sortable grid.

The submissions table

The submissions table gives you a spreadsheet-like view of every response. Each row is either a submitted response or an in-progress save, and each column maps to a field in your form.

Built-in columns

Every submissions table includes these columns by default:

Column	Description
Status	Whether the row is Submitted or In progress.
#	The submission number, assigned sequentially after submission. In-progress saves do not have a number yet.
Email	The respondent’s email address (if collected via an authenticated access mode).
Received	The date and time the response was submitted, or when an in-progress save was last updated.
Submitted by	The name of the respondent, if available.
Email status	Whether notification and thank-you emails were sent successfully.

Question columns

In addition to the built-in columns, each question in your form gets its own column. The column type adapts to match the field type — for example, boolean fields show checkmarks, and file upload fields display download links.

For complex field types like matrices and dynamic panels, the table breaks the data into multiple sub-columns so you can see each value individually.

Table settings

Click the Table Settings button (gear icon) in the toolbar to customize which columns are visible and adjust their order. This is especially useful for forms with many fields where you only need to focus on specific data.

Sorting and filtering

• Click any column header to sort by that column. Click again to reverse the sort direction.
• Use column filters to narrow down the data you see. Filter types adapt to the column — text columns support keyword search, while date columns support range filtering.

AI analysis

You can ask the AI Assistant questions about collected submissions, such as:

• “What percentage of people chose option A?”
• “Group responses by department and show the average satisfaction score.”
• “Which choices were most common last month?”

The assistant can inspect your form schema, read only the submission fields needed for the calculation, and return aggregate results. It should not return raw respondent records or per-person answer data.

Tip

For best results, ask for a specific calculation or grouping and mention the form or question names you want to analyze.

In-progress saves

If Progress saving is enabled for a form, respondents can save a partial response and continue later. These rows appear in the submissions table with an In progress status.

In-progress saves:

• Can be viewed by form editors from the submissions table.
• Can be filtered out using the Status column if you only want submitted responses.
• Do not have a submission number until they are submitted.
• Do not count toward monthly response limits.
• Do not trigger notification emails, thank-you emails, or PDF attachments.

PDF export and response editing are only available for submitted responses.

Individual response view

Click any row in the submissions table to open a detailed view of that response. The response detail panel shows:

• Submission number and timestamp for submitted responses, or saved-progress status for in-progress saves.
• Respondent email (if available) and when the response was submitted or saved.
• Email notification status — a badge indicating whether notification and thank-you emails were sent successfully, with a tooltip showing full details. In-progress saves do not send these emails.
• Full response data — rendered as an interactive, read-only version of your form with all answers filled in. This lets you see the response exactly as the respondent completed it, including any conditional logic or multi-page navigation.

Actions

From the response detail panel, you can:

• Edit the response data.
• Save as PDF — download the response as a PDF file (see PDF export below).
• Open in full page — view the response on its own dedicated page, which also has a Save as PDF button in the toolbar.

These actions apply to submitted responses. In-progress saves are view-only until the respondent completes them.

Exporting data

You can export your responses as CSV files for use in spreadsheets and databases, or as individual PDF files for sharing and archiving.

CSV export

1. Open the submissions table for your form.
2. Select the rows you want to export by clicking the checkboxes. To select all rows, click the checkbox in the header row.
3. Click the Export CSV button in the command bar that appears at the bottom of the screen, or right-click any selected row and choose Export CSV from the context menu.

The export respects your current table settings — only visible columns are included in the CSV, and they appear in the same order as your table.

Tip

Apply filters before exporting to create targeted exports. For example, filter by date range to export only last month’s responses.

PDF export

You can download submitted responses as formatted PDFs. Each PDF renders the full form with the respondent’s answers filled in, making it easy to share, print, or archive.

When you trigger a PDF export, a progress dialog appears while the PDF is being generated. The dialog closes automatically once the download completes.

Single response

There are three ways to save an individual response as a PDF:

1. From the submission detail panel — Click a row to open it, then open the ⋯ menu and select Save as PDF.
2. From the full response page — Open a response in its dedicated page and click the Save as PDF button in the toolbar.
3. From the submissions table — Right-click a submitted row and select Save as PDF from the context menu.

Bulk export

To download multiple responses as PDFs at once:

1. Select the submitted rows you want to export by clicking the checkboxes in the submissions table.
2. Click the Download PDFs button in the command bar that appears at the bottom of the screen.

The progress dialog tracks each PDF as it’s generated (e.g., “Generating PDF 3 of 10…”) with a progress bar. Once all PDFs are ready, they are bundled into a single .zip file that downloads automatically. The zip file is named using your form’s title — for example, customer-feedback-submissions.zip — or submissions.zip if your form doesn’t have a title. In-progress saves are skipped because they are not final submissions.

If some PDFs fail to generate, the successful ones are still included in the zip and the dialog reports how many failed.

File naming

Individual PDF files are automatically named using your form’s title and the submission number — for example, customer-feedback-submission-42.pdf. If your form doesn’t have a title, the file is named submission-42.pdf.

What’s included in the PDF

• Header — The form title (or a custom header title, if configured) and the submission number are displayed at the top of each page, separated by a · dot.
• Page numbers — Shown in the footer by default (e.g., “Page 1 of 3”). You can turn these off in PDF Settings.
• Quiz results — If your form uses quiz scoring, correct/incorrect indicators are shown alongside each answer.
• “Powered by Formspace” link — Appears in the footer. This branding is removed for organizations on a premium plan with branding removal enabled.

Configuring PDF exports

You can customize how PDFs are generated for each form via the PDF Settings card on the Publish tab. The following options are available:

Setting	Description
Font	Choose which font to use. Options include Standard (Helvetica), International (Latin, Arabic, Hebrew, Thai, Devanagari, Bengali, Tamil, Telugu), Japanese, Korean, Chinese Simplified, and Chinese Traditional.
Right-to-left	Enable RTL layout for languages like Arabic and Hebrew.
Page numbers	Toggle page numbers in the footer on or off.
Header title	Set a custom title for the PDF header. Leave blank to use the form’s title.
Margins	Adjust the top, right, bottom, and left margins (in mm).

Changes take effect the next time a PDF is exported — you don’t need to re-publish your form.

International language support

PDF exports support international text including CJK characters, RTL scripts, Indic and Southeast Asian scripts, and emoji. To enable this, select the appropriate font in your form’s PDF Settings:

• International — Supports Latin, Arabic, Hebrew, Thai, Devanagari, Bengali, Tamil, and Telugu scripts.
• Japanese — Hiragana, katakana, kanji, plus Latin characters.
• Korean — Hangul, hanja, plus Latin characters.
• Chinese (Simplified) / Chinese (Traditional) — Chinese characters plus Latin characters.

Emoji characters are always rendered as images in the PDF so they display correctly across all viewers, regardless of font choice.

Tip

If your form collects responses in a non-Latin script, set the font before exporting to avoid missing characters. The default Standard font only supports basic Latin text.

Deleting responses

To delete responses:

1. Select one or more rows using the checkboxes in the submissions table.
2. Right-click to open the context menu, or use the toolbar action.
3. Select Delete and confirm.

Caution

Deleting responses is permanent and cannot be undone. The associated data and any uploaded files are removed entirely.

Email notification tracking

If you have email notifications enabled, each response tracks the delivery status of all associated emails.

If your organization is on a Pro or Premium plan and PDF attachments are enabled for those emails, the same response PDF generated here is attached to the outgoing notification or thank-you email.

The Email status column shows at a glance whether emails were sent successfully. Hover over the badge to see details:

• How many notification emails were sent (and to whom).
• Whether a thank-you email was sent to the respondent.
• Any delivery errors that occurred.

This helps you quickly identify if a team member missed a notification or if a respondent didn’t receive their confirmation.

Responses from the form card

You don’t always need to open the full submissions table. The forms list gives you a quick summary:

• Each form card shows the total response count.
• Click the count to jump directly to the submissions table.
• Form cards also show the form’s current status — Live, Draft, Closed, or Live · Draft Changes — so you can see at a glance which forms are actively collecting data.

What’s next?

• Publishing & Sharing — Configure access controls and email notifications.
• Formspace Settings — Manage your organization, domain, and subscription.
• Subscription & Billing — Upgrade your plan to remove branding from PDF exports and more.