Removing Form Entries
There are several situations in which you may wish to exclude a submission from your form entries. You may have test entries, duplicate entries from users, or cancelled registrations that need to be removed from the final list. You could have choice limits on fields that are affected by unwanted entries, or you may want to have a clean export without a lot of cleanup work after the fact.
Completely deleting form entries can lead to multiple issues, especially when payments are involved, so we do not allow fully deleting them. Instead, we recommend a few methods for excluding entries from your completed data.
- Filter Tool - If you want to hide unwanted entries, you can filter them out.
- Increase Submission Limit - If you limit the total number of submissions accepted, increase the limit to account for extra entries.
- Mark as Incomplete - When you have fields that have choice limits, marking an entry as Incomplete keeps it from counting against the limits.
Filter Tool
The Filter Tool is a quick way to hide entries from view, and when you export your data, the filtered out entries will automatically be omitted.
The easiest way to do this is to edit the unwanted entry and add a key word to a field, like adding DELETE to the First Name field. Then, on the Entries screen, click Filter Entries and set the logic to say, "Display entries that match [all] of the following conditions: [Name - First] [Does not contain] = DELETE." Click Apply Filter and your list will omit affected entries.
Increase Submission Limit
When you have a Submission Limit set on your form under Form Properties, "show more options," and are only allowing so many entries, you can simply increase the Submission Limit value to account for your extras.
For example, if you have a single participant registration form and your event can accommodate 50 participants, set the Submission Limit to 50. If you run 2 test entries to make sure things work, increase the limit to 52. If you then receive 3 duplicate entries, bump it up again to 55.
The final option can also be used here but is more involved; increasing your Submission Limit is the easiest option.
Mark as Incomplete
Some form fields have the option to set choice limits, however the same limit applies to all options in a field, i.e. you have a multiple choice field that allows each option to be selected 3 times. If you have an unwanted entry that uses one of those options, you cannot increase the limit on just that option as we did with increasing total submission limits above. In this case, you need to mark an entry as Incomplete to remove it from the final numbers so it doesn't count against the limit.
Step 1: Enabling Save and Resume
- If your form is single-page, add a page break and set your Pagination Header settings. If your form already has multiple pages, skip this step.
- Select the Form Properties tab and click "show more options" at the bottom.
- In the "Processing Options" section, check "Allow Clients to Save and Resume Later."
- You'll also want to update the Resume Email Options to use council information, just like you do with regular Notifications.
- Save the form and exit.
Step 2: Hiding Entries
- From Form Manager, click on "Entries"
- Click on the entry you wish to remove to bring up its details.
- On the right, you will see is a "Status" option in the blue box. Click to change the status to Incomplete. Save and return to the main Entries screen. Do this to as many entries as needed.
- In the top right, you now have a button to view Incomplete Entries. There is an option here to delete the entries, but we strongly recommend leaving them as incomplete, especially if they were ever marked as paid. They will not be included in your entries list or in your final reports.