Collecting form entries is only the first step. Managing those submissions efficiently becomes essential as your website starts receiving more responses.
Gravity Forms allows you to view, filter, export, and manage form entries directly from the WordPress dashboard. However, understanding how to use these tools properly can save time and improve your workflow.
In this guide, you’ll learn how to:
- View Gravity Forms submissions
- Filter and search entries
- Export form entries
- Handle spam submissions
- Improve submission management as your site grows
Let’s start by accessing your form entries.
Table of Contents
If you’re new to Gravity Forms or want to explore its full capabilities, check out our complete guide on Gravity Form to learn how to create, customize, and optimize forms effectively.
How to View Gravity Forms Submissions
To manage entries effectively, you first need to access them from your dashboard.
In Gravity Forms, all form submissions are stored under the Entries section.
Steps to View Entries
- Go to your WordPress Dashboard
- Navigate to Forms → Entries
- Select the form whose submissions you want to view
Once selected, you’ll see a list of all entries submitted through that form. You can click on any individual entry to view complete submission details.
How to Filter and Search Gravity Forms Submissions
When your website starts collecting a large number of entries, scrolling through submissions manually can become inefficient. Fortunately, Gravity Forms provides built-in filtering and search options.
Filter Entries by Form
If you have multiple forms, you can select a specific form from the Entries dropdown. This ensures you’re viewing submissions related to that particular form only.
Filter Entries by Field Data
When managing multiple entries, Gravity Forms provides advanced filtering options that allow you to search submissions based on specific field values and conditions.
From the Entries page, you can use the filter dropdown to search by a form field name, set the required condition, and add the value as well.
In addition, you can use bulk actions to apply actions to multiple entries at once like mark as spam, mark as read, and more.
If you want to apply advanced filters, such as filtering by date, status, or other criteria, you can use the Form Vibes plugin to easily manage and organize your form submissions more efficiently.
How to Export Gravity Forms Entries
Exporting entries in Gravity Forms gives you full control over what data you download. You can choose specific fields, apply filters, and even define a date range before generating the export file.
Steps to Export Entries
- Go to Forms → Import/Export
- Click on Export Entries
- Select the form you want to export
- Choose the fields you want to include in the export file
- Apply the Conditional Logic that allows you to export entries only if certain conditions are met.
- You can also export entries within a specific time period.
- Click Download Export File
Gravity Forms will generate a CSV file, which you can open in Excel, Google Sheets, or any spreadsheet tool.
How to Export Forms in Gravity Forms
In addition to exporting entries, Gravity Forms also allows you to export entire forms.
Steps to Export Forms
- Move to the Export Forms tab
- Select the form(s) you want to export
- Click Download Export File
The form will be downloaded as a JSON file.
How to Import Forms in Gravity Forms
If you have previously exported a form, Gravity Forms allows you to import it easily.
Forms are imported using a JSON file, which contains the complete form structure and configuration.
Steps to Import Forms
- Move to the Import Forms tab
- Click Choose Files and select the .json file
- The Import Images checkbox allows you to import images used inside the form into your WordPress media library.
- Click the Import button
Once imported, the form will appear under: Forms → All Forms.
You can then edit, preview, or embed the form as needed.
Manage Gravity Forms Submissions More Efficiently
While Gravity Forms provides powerful entry management features, handling submissions can become challenging as your website grows and starts collecting large volumes of data across multiple forms.
Common challenges include:
- Managing entries from multiple forms in one place
- Limited advanced filtering options across forms
- No centralized analytics dashboard
- Difficulty tracking submission performance over time
This is where Form Vibes can help.
Form Vibes works as a dedicated submission manager that captures and stores Gravity Forms entries in the WordPress database. Instead of switching between multiple form dashboards, you can manage all your entries from a single interface.
If you want a more organized and analytics-driven way to handle Gravity Forms submissions, integrating Gravity Forms with Form Vibes can make entry management much more efficient.
Conclusion
Managing form entries efficiently is essential for any growing website. While Gravity Forms offers strong built-in tools for viewing, filtering, importing, and exporting submissions, larger websites may benefit from a more centralized and analytics-focused approach.
By combining Gravity Forms with Form Vibes, you can streamline submission management, improve visibility, and maintain better control over your form data , all from one organized dashboard.
