Where submissions land
Every submission is stored with its form, with the time it was made and the answers given. Find them in Interactions » Forms » Form Submissions, or click the number of submissions on a form's row in the forms list.
Submissions are stored whether or not an email about them goes out. If notifications stop arriving, check the admin before assuming a submission was lost.
Working through them
- Give each form one owner. A shared inbox where everyone assumes someone else replied is how enquiries get missed.
- Clear the oldest first. Newest first is right for spotting activity and wrong for working through a queue.
Exporting
Submissions export as PDF, CSV or Excel. From a form's submissions list, "Export submissions" lets you choose the fields, a date range and the submission statuses to include; the icons beside it export everything in one format.
Once exported, the data is outside the platform's access control: a spreadsheet of enquiries in someone's downloads folder is a real risk. Export only the fields the task needs, and delete the file when you are done with it.
Personal information
Most submissions contain personal data, which brings obligations:
- Collect only what you need. The best protection for a field is not having it.
- Do not keep it forever. Agree how long to keep submissions, and delete older ones.
- Be able to find one person's data, so you can answer when someone asks what you hold about them.
- Say what you will do with it: a short line by the form, linking to the privacy policy, is usually enough.
Spam
Every public form attracts automated submissions. If they become a problem, the fix is a Captcha field on the form rather than deleting them by hand. Do not reply to obvious spam, and do not click links in it.