Responses

To see responses, choose Responses → Response Inbox in the Forms sidebar. It lists every response to the project's forms, newest first, 25 to a page (switch to 10, 50 or 100 at the bottom). The figures across the top count the Total, how many are Needs review, Pending approval or Awaiting payment, and the Avg score.

Each row shows the respondent and their form, the response's status, priority and score, its tags and outcome, who it's assigned to and when it was submitted. Click a row to open the response's details.

Data Tables & Views, Bulk Actions and Export & Sync in the sidebar open the same inbox. Export & Sync adds CSV, JSON and Print / PDF buttons at the top. To see one form's responses with its charts and survey report, choose Responses in its row menu in All Forms.

Seeing responses needs a role with access to them: Owner, Admin, Manager or Member.

Every response has a status that says where it stands. Forms sets the first one when the response arrives:

• Awaiting payment: the form takes payments and checkout isn't finished.
• Pending: the form has approval steps and the response is waiting on them. It becomes Approved or Rejected when they're done.
• Needs review: the response scored High priority, or looks like a duplicate of an earlier one.
• Complete: everything else, unless a branch of the form's logic sets another status.

You can also set In progress while you work on a response, or Spam to set it aside. Analytics leaves Spam responses out of its counts.

Priority is High, Medium or Low. Forms sets it from the response's score when the form scores responses, and it's Low otherwise. Changing a response's status, priority or tags needs a role that can edit forms. The Logic and scoring guide covers scores and branches.

The toolbar at the top of the Response Inbox narrows what it shows:

• The form menu: All forms (the default) or one form.
• The status menu: All statuses or one status.
• More filters: Priority, Tag, Assignee (including Assigned to me and Unassigned), Outcome, and a From and To date. A badge counts the ones in use.
• The sort menu: Newest first (the default), Oldest first, Highest score or Highest priority. Ties go newest first.
• The search box matches names, emails, form names, assignees, outcomes, tags and answers. Sensitive answers aren't searched.

Clear resets the filters and search. When nothing matches, the inbox says so and offers Clear filters.

Switch the Response Inbox between Table and Kanban with the tabs at the top right.

• Table shows a row per response. On one form's responses, it also shows the answers to the form's first three questions, with sensitive answers masked.
• Kanban shows a column for each status. Drag a card to another column to change its status. The person at the bottom of a card is its assignee: click it to reassign the response, if your role can edit forms. Click the rest of the card to open the response.

Filters, search and sort apply to both layouts.

A saved view keeps a set of filters, a sort and a layout so you can come back to them. To save one, set up the inbox the way you want it, choose the bookmark icon (Save filters & layout), type a name, then choose Save.

The views menu at the left of the toolbar switches between All responses, Assigned to me and your saved views. Changing a filter afterward leaves the view, without changing it. To delete a saved view, hover over it in the menu and choose the × beside it.

Saved views belong to the project, or to one form when you save them from that form's responses, so everyone who can see responses there sees them. Deleting one deletes it for everyone.

Click a response to open its details beside the inbox. The top shows the respondent's name and email, the form, when it arrived and the response number, then the response's Status, Priority (with its score), Assignee, Tags and Outcome. Changes here save straight away.

The tabs hold everything else:

• Answers: each answer the respondent saw, under the form's section headings, and any countersignature.
• Activity: a timeline of the submission, changes made to it and your team's comments.
• Approvals: the approval chain and decisions. See Approvals and automations.
• Payment: the payment and order. See Payments.
• Details: when it was submitted and edited, completion time, score, quiz result, outcome and A/B variant; its source, such as device, browser, referrer and UTM tags; and declarations such as an attestation or policy acknowledgement.
• Access: who viewed, revealed, exported or printed this response, and when.

The buttons under the properties are Print / PDF (see Approvals and automations) and Request edit. The ⋯ menu has Countersign, Copy as CSV row and Delete response. Opening a response is recorded in its access log.

To assign a response, choose its Assignee in its details, then pick a member of the project, or unassign it. The person you assign gets a notification in the bell at the top of Forms, unless you assign yourself. Assigning needs a role that can edit forms. Kanban cards and bulk actions assign too.

To tag a response, type in Tags in its details and press Enter. Forms suggests tags already used in the project. Remove a tag with the × beside it. Tags show in the inbox, can be filtered on and appear in exports.

Comments are internal notes on a response for your team. Respondents never see them. To comment, open the response's Activity tab, write in the box at the bottom and press Enter or choose the send button. A comment can be up to 5,000 characters.

Type @ and start a name to mention a teammate, and pick them from the list. Each person you mention gets a notification in the bell at the top of Forms. Comments appear in the timeline with the other activity, oldest first.

Commenting needs a role with access to responses. To see comments across every form, use Collaboration → Response Comments, covered in Collaboration.

Answers to fields marked as sensitive are encrypted when they're stored and masked wherever they appear: in the inbox, in search, in exports (as [encrypted]) and in printed records. To read one, open the response's Answers tab and reveal it there.

Every reveal is recorded with who did it and which field, in the response's Access tab and in the form's access log. Revealing needs a role with access to responses. The Form builder guide covers marking a field as sensitive.

To let a respondent change their answers, open the response's details and choose Request edit.

1. Optional: write a Message for the email.
2. Under Link expires after, choose 24 hours, 3 days, 7 days (the default) or 30 days.
3. Choose Send edit link, or Create edit link when the response has no email.

When the response has an email and email is set up for your deployment, Forms emails the respondent a private link, and replies come back to you. Either way, the dialog shows the link to copy. The respondent's changes update the same response. Approved, Rejected and Spam responses can't be edited, and requesting an edit needs a role that can edit forms.

To act on many responses at once, select them with the checkboxes in the table. The checkbox in the header selects the whole page, and Select all in the bar that appears selects every response that matches your filters.

The bar then offers:

• Status and Priority: set one for all of them.
• Tags: type a tag, then Add tag or Remove tag. Other tags are left alone.
• Assign: assign them all to one member, for roles that can edit forms.
• Export: CSV (Excel-ready), JSON or Print / PDF, for roles that can export.
• The delete button, for roles that can delete responses.

To download responses, choose Export in the Response Inbox toolbar, then CSV (Excel-ready), JSON or Print / PDF. The export covers the responses in the current view, with your filters applied. Print / PDF takes up to 100 responses.

• The CSV has a row per response, starting with Response ID, Form, Respondent, Email, Status, Priority, Score, Outcome, Tags, Assignee, Submitted at and the payment columns, then a column per question. Names, addresses and matrix rows are split into separate columns, and a consent answer adds when it was agreed and a fingerprint of the wording.
• The JSON has each response's raw answers and answers labelled by question.

Sensitive answers export as [encrypted]. Cells that start with =, +, - or @ get a leading apostrophe so spreadsheets don't run them as formulas. Every export is recorded in the access log. Exporting needs a role that can export responses: Owner, Admin, Manager or Member. In a response's details, Copy as CSV row in the ⋯ menu copies one response.

To delete a response, choose Delete in its row menu, Delete response in the ⋯ menu of its details, or select several and use the delete button in the bulk bar. Forms asks you to confirm first.

Deleted responses leave the inbox, and they can't be restored from Forms. Exports you already downloaded keep them. Only the Owner and Admin roles can delete responses.

To delete everything one person submitted, across every form, use the right to erasure: see Security and compliance.

Responses → Partial / Abandoned lists respondents who started a form and haven't submitted it. Forms saves their progress as they go, unless the form asks them to opt in first and they haven't. Each row shows the form, the respondent's email (or Anonymous), how far they got, the last field they touched, the page they were on, the session's state and when it was last updated.

• In progress: active in the last 30 minutes.
• Abandoned: no activity for 30 minutes or more.
• Submitted: the respondent came back and finished.

The figures across the top show the counts, the share later submitted (Recovered) and the average progress of unfinished sessions. Filter by form and state, or search by email or form name. Resume links stay private to respondents and never show here. Save & Resume settings opens the form's save and resume settings, covered in Form settings.