Manage your form data in the Mobile Forms portal

If you do not choose to connect your forms and host your data in other business or cloud services, there are still ways for you to easily manage your mobile forms data.  


Update Lists in Forms

Your manual data source is already connected to your forms, but must be updated with your own data.  To update the source, download the spreadsheet template and fill in the columns with your own information.  If this is not done, your forms will be filled with sample data. 

  1. Under the Manage Forms tab in the web portal, select Data Sources.
  2. Select a data source to edit. 

  3. Mouse over the arrow beside the data source name and select Download as CSV.


  4. The file will download.  For easy viewing, open the file in Excel or another spreadsheet program.

    • If the file doesn't open in a spreadsheet program automatically, click "Show in Folder."  Then, right click on the file, select "Open with" and choose the program.


  5. The top row is the header.  Leave this row as-is.  Add your own data in the rows below it by deleting the sample data and copy/pasting in your own under the relevant headers.  Save the file.

  6. Back on the data source page in the web portal, select Upload New Data.

  7. Select the Choose File button. Open the file and press Update.  Leave other settings as-is.

Read more about customizing data sources in the Mobile Forms web portal.

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Review your Data in the Web Portal

Access submitted forms by mousing over the Data & Analytics tab and selecting Data from the dropdown list.  

The default view on the Data page shows all submitted forms in the Results table.

Read more about viewing form submissions in the web portal.

Customize who receives Email Notifications

When a form is submitted, a copy of it can be automatically emailed to customers, office staff and more.  Add more recipients by editing the Email Data Destination

  1. Mouse over the Manage Forms tab and select Data Destinations.
  2. Select the Email Data Destination you want to customize by clicking on its name.  

  3. Select Update.

  4. There are a few ways from here to edit who receives submissions by email:
    • Add Emails to a Data Destination: Under the Email Headers tab, scroll down and input the email address(es) of the person(s) you wish to receive the form.  Separate multiple addresses with a comma, semicolon, or return.

    • Send to Addresses Collected in Forms: Under the Email Headers tab, scroll down and input the Question Label(s) you wish to retrieve emails from.  Separate multiple Question Labels with a comma, semicolon, or return.

      Note that for this to work, your form must have an Email Control Type label, seen below.


Route your Data to Other Systems

Data destinations control where data is sent when a form is submitted.  Data is automatically routed to the chosen service in the format of your choice, making data sharing and storage an automated process.

Data destinations can: 

  • Email user-friendly PDF or Word documents to customers
  • Route form submissions to cloud and enterprise services
  • Send custom notifications through SMS or social media
  • Deliver collected information in structured data formats, like XML and JSON.


One data destination can be linked to any number of forms in the same Formspace.  Multiple data destinations can also be linked to the same form, allowing your data to be delivered to a variety of locations simultaneously.  Don't want your forms sent anywhere?  You can still download them from the portal.

Read more about routing data to data destinations.


Automatically export form submissions 

Back up your data by scheduling automatic delivery of form submissions straight to your email inbox. 

  1. Under the Data & Analytics tab in the web portal, select Data


  2. Select Create a Schedule


  3. Under Scheduling Options, enter a Schedule NameRecurrence Pattern, and Time Zone
    Note: Activate Schedule must be checked for the schedule to execute. 

  4. Under the Data Record Options tab, set a Filter Name. Optionally filter which submissions will be automatically backed up. 

  5. Under the Email Options tab, enter an address where submissions will be sent.  Separate multiple addresses with a  comma (,), semicolon (;) or return (Enter).
  6. To save the new schedule, select Create

Read more about setting up scheduled CSV exports.


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