Viewing, filtering, exporting and deleting entries

Every submitted form becomes an entry. On the Entries page you see every entry of your forms in one place, as a table and, in Pro, also as a board by lead status. At the top, key figures show you what is new and unread. What looks like spam sits apart in the tab Spam. You search and filter, in Pro organise entries like a small customer list (lead status, tags, assignment, notes) and get data out: as a CSV file, as an uploaded file and, in Pro, as a file for Excel or as a PDF per entry.

Requirements

• Funnelforms Free 5.0 or Funnelforms Pro 5.0. The Entries page, the spam folder and the export as a CSV file are included in both editions. Lead status, tags, assignment, notes, the board with your own stages, Sort, the key figure Won, the filter Abandoned, Send again…, the export For Excel, the PDF and Show on the website are part of Funnelforms Pro.
• You have the right "See entries". Administrators always have it. You give it to other roles under Funnelforms → Settings → Rights in the table "Rights per role".
• For the export you also need the right "Export entries". Without it, Export is missing. A support access can never export.
• To add, rename and delete stages of the board (Pro only) you also need the right "Edit forms".

Where to find it

Funnelforms → Entries

Features at a glance

• Key figures New today, Unread, Last 7 days and Won (Pro only). A click sets the matching filter.
• The view Table, in Pro also Board (columns by lead status, with your own stages).
• Open with the number of open entries, Archive, and Spam with the number of entries in the spam folder.
• Search (Search entries) in answers and contact details.
• Filters Form, Lead status (Pro only), Period and, under Filters, more: Assigned to (Pro only), Tag (Pro only), Device and Show. Active filters appear as chips below.
• Sort (Pro only): Newest first, Highest lead value or Highest score.
• A bar for several entries with read, archive and delete, in Pro also with lead status, assignment and tags. In the tab Spam with Not spam.
• A side panel per entry with Write an e-mail and Call, contact, answers, files, delivery status, visit data and details, in Pro also with lead status, tags, assignment and notes.
• Export as CSV file or For Excel (Pro only).
• PDF per entry (Pro only) and Show on the website (Pro only).

Step by step

Work with the key figures

1. Open Funnelforms → Entries.
2. Click Unread. The list shows only entries nobody has opened yet.
3. Click the key figure again to remove the filter.
4. New today shows the entries since midnight, Last 7 days those of the last week compared with the 7 days before. In Pro, Won switches to the table and shows the won leads.

Search and filter entries

1. In Pro, choose the view Table or Board at the top right. Free always shows the table.
2. Switch from Open to Archive or Spam if needed.
3. Type a search term into Search entries. The search starts after a short pause.
4. Choose Form, Period and, in Pro, Lead status and Sort right in the bar.
5. Click Filters to choose Device, Show and, in Pro, Assigned to or Tag.
6. Remove a single filter with the cross on its chip, or all of them with Clear filters.

Edit an entry

1. Click an entry. The side panel opens on the right. Opening it marks the entry as read.
2. Write an e-mail or Call opens your mail program or your phone with the contact details.
3. In Pro, set the Lead status (by default New, Contacted, Won or Lost) and choose a person under Assigned to.
4. In Pro, add keywords under Tags: type a term under New tag and click Add.
5. In Pro, write a note for your team under Notes and click Add note. Visitors never see notes.

Change several entries at once

1. In the table, tick the entries or choose Select all on this page in the header row.
2. A bar appears at the bottom with "3 selected". Click Mark as read, Archive or Restore, or Delete. In Pro you also choose Set lead status… or Assign… there, or type tags into Add tags, separated by commas and click Add.
3. When deleting, Funnelforms asks "Delete 3 entries?". Confirm with Delete for good.
4. Clear selection ends the selection.

Take an entry back from the spam folder

1. Click the tab Spam.
2. Open the entry. At the top of the side panel, In the spam folder shows why it looks like spam.
3. Click Not spam. Funnelforms says "Taken back. Mails and actions are being sent now."
4. For several entries, tick them and click Not spam in the bar at the bottom.

Change the stages of the board (Pro only)

1. Switch to the view Board.
2. Click Add stage to the right of the columns to add a stage. Enter a Name and a Colour and choose the Place on the board.
3. To change a stage, click the pencil icon in the head of its column (Rename, colour, move or delete).
4. To delete it, click Delete stage… in the dialog and choose under Move the entries to where the entries of the stage go.
5. Click Save or Add stage.

Export entries

1. Set the filters the way the file should contain them.
2. At the top right, click Export.
3. Choose CSV file or, in Pro, For Excel.

Download the PDF of an entry (Pro only)

1. Open the entry.
2. At the bottom of the side panel, click PDF.

Download an uploaded file

1. Open the entry.
2. In the section Answers, click the file name. Images also show a small preview.

Delete an entry

1. Open the entry and click Delete at the bottom.
2. In the dialog Delete this entry?, confirm with Delete for good.

How it works

The key figures

The key figures count the open entries, not the archived ones. If you choose a Form, they count only its entries.

Table and board

The table shows 25 entries per page. Every row shows the contact with initials, the form and when the entry came in (for example "2 h ago"; hover to see the full date), in Pro also the lead status, tags and the assigned person. Unread entries carry a dot. The board (Pro only) shows each entry as a card in one column per stage, by default New, Contacted, Won and Lost. You drag a card into another column or choose the status in the card. An empty column shows "Drag entries here". The board shows the newest 100 entries; with more, a notice appears above it. The filter Lead status exists only in the table.

Your own stages (Pro only)

The board has up to 12 stages. A new stage applies to everyone who works with the entries. New entries arrive in the stage New. That is why it always stays, but you can rename it. If you delete a stage with entries, they move to the stage you choose. The key figure Won shows only while the stage Won exists.

The spam folder

The tab Spam holds entries that look like spam. They sent no mail, ran no action and count in no statistics. The side panel names the reason, for example "A hidden field was filled in, as bots do", "Sent faster than the shortest time to fill in", "Low score of reCAPTCHA v3", "Akismet rates it as spam" or, in Pro, a hit of a blocklist. Not spam takes the entry back to Open and sends what was held back. Spam is deleted after the days you set under Settings → Entries and spam. The tab Spam has no filter Lead status and no Sort. The spam folder exists in Free and Pro.

What do the filters mean?

• Form: only the entries of one form.
• Lead status (Pro only): Any status or one status.
• Period: All time, Today, Last 7 days, Last 30 days or Last 90 days.
• Assigned to (Pro only): Anyone, Me, Nobody or one person.
• Tag (Pro only): appears once there are tags, with the number per tag.
• Device: Desktop, Tablet or Mobile. Funnelforms knows the device only for entries sent with Funnelforms 5.
• Show: All entries, Unread, Sent, Incomplete (Pro only) or Abandoned (Pro only). Incomplete entries exist only for forms with the option "Save incomplete entries". Abandoned shows visitors who typed their e-mail address on the contact step and then left the form, for forms with Win back visitors who leave. They carry badges such as Abandoned, Abandoned, reminded or Abandoned, no reminders and are deleted 30 days after the last capture or reminder. If such a visitor sends the form later and the reminder brought them back, the entry carries Recovered by the reminder.

The filters are in the browser's address bar. You can bookmark the view or share the link, and the browser's back button brings back the previous state.

What does the export contain?

The file is named funnelforms-entries-YYYY-MM-DD.csv and holds one row per entry, newest first. The fixed columns are ID, Form, Date and Status, plus Lead status, Tags and Assigned to (Pro only). If present, it adds the score, the lead value, one column per answer and contact field, the UTM values, the payment (Payment, Amount), the device, the browser, the time to fill in in seconds, "Came from" and the page. Every A/B test gets a column with the variant shown.

The export follows the filters Form, Show (Sent, Incomplete or Abandoned), Lead status, Tag, Assigned to and Device, and the tab Open or Archive. It ignores Search, Period and Unread, as the hint in the menu says: "Exports the entries of the current filters, without search and period." With For Excel (Pro only) the file uses semicolons and a marker so that Excel reads accented characters correctly. Free always exports the CSV file with commas. Entries in the spam folder are never in the export.

How is the export protected?

• Only someone with the right "Export entries" sees Export and gets the file.
• A support access you grant the Funnelforms support can never export entries, even if you give it more rights.
• Cells that start with =, +, - or @ get an apostrophe in front so that spreadsheet programs do not run them as formulas.
• Every export is recorded in the log of administrator actions with the number of rows, not the content.

What is in the PDF? (Pro only)

An A4 document with your website's name, the title, the date, the answers, the contact details and the calculation results, with page numbers in the footer. Signatures appear as an image if the server supports it. The PDF can show the characters of the Western European character set (German, English, Spanish, French, Italian). Other characters appear as question marks. Every download is logged. Entries taken over from Funnelforms 3 have a PDF too. In an e-mail action under After sending, Attach the entry as PDF (Pro only) adds the PDF to the mail.

Who may download uploaded files?

Files are stored in a protected area and can be fetched only by logged-in users with the right "See entries". Whoever opens the link without that right is sent to the login or sees "This file is not available." File uploads in the form exist only in Pro.

What happens when you delete?

A deleted entry is gone, with its files, notes and delivery log. This cannot be undone. If you only want to take entries out of the list, archive them: archived entries stay complete and keep counting in the statistics. An entry taken over from Funnelforms 3 stays in the old lead list there and is not taken over again. The deletion is recorded in the log of administrator actions.

What do "Sent to" and "Send again" mean?

In the section Sent to you see which mails, webhooks and other actions ran for the entry, with the status Sent, Failed, Skipped or Waiting. In Pro, with Send again… you choose an action and click Send. It is queued again ("Queued. It is sent again shortly.").

The footer of the side panel

At the bottom of the side panel you find PDF (Pro only), Mark as unread, Show on the website or Hide on the website (Pro only), Archive or Restore, and Delete.

Best practices

• Start the day with the key figure Unread. That way you miss no new entry.
• In Pro, keep the lead status up to date so that the board and the key figure Won show where you stand.
• In Pro, use tags for things you want to filter by later, for example campaigns or products.
• Export only what you need, and delete export files after use.
• Archive instead of deleting if you might need the data later.

Troubleshooting

Tips

• Changing several entries at once saves time, for example in Pro setting all entries of a campaign to Contacted.
• If you assign an entry to someone else in Pro, they get an e-mail with the form and the contact details.
• Deleting also removes files. Download the files you need first.
• You set how long entries are kept in the settings (see "Deleting entries automatically (retention)").

FAQ

Can I restore a deleted entry? No. Deleted for good is gone. You bring back archived entries with Restore.

Where do I set who may see entries? Under Funnelforms → Settings → Rights, table "Rights per role".

Does the export follow my filters? Yes, except search, period and Unread.

What can Funnelforms Free do with entries? The table with search, the filters Form, Period, Device and Show, the key figures New today, Unread and Last 7 days, the side panel with answers, files and delivery status, read, archive, the spam folder with Not spam, delete and the export as a CSV file. Lead status, tags, assignment, notes, the board with your own stages, Sort, the key figure Won, Send again…, For Excel, the PDF per entry, Show on the website, and incomplete and abandoned entries are part of Funnelforms Pro.

What does "Show on the website" do? (Pro only) The button in the side panel makes an entry visible in the public list on the website, for example for reviews. The matching setting in the builder: This feature is currently in progress.

Related articles

• Statistics
• Deleting entries automatically (retention)
• Setting up e-mail notifications and confirmations
• Spam protection, captcha and spam folder