How To Automatically Export Gravity Forms Entries

When using Gravity Forms, you might need to export entries from a form on a frequent basis. It could be to get a list of that week’s entrants entering into a contest or maybe you need to gather all the new submissions on your lead capture form every day.

With Entry Automation for Gravity Forms, you can automatically export your Gravity Forms entries without having to remember every day or week to export them.

Configuring an Export Task

After Entry Automation has been installed, a new Entry Automation tab is added under the Form Settings section of each of your forms. On the Entry Automation tab, you can add new Entry Automation tasks, modify existing ones and rearrange the order they are run in by dragging and dropping.

Entry Automation task list

Once you click the link to add a new Entry Automation task, you are presented with two initial settings fields: Task Name and Automation Action. You can use Task Name to describe what will happen with this task. This helps easily understand what each tasks when you have multiple configured (a daily export task and a weekly export task). Next, you can select what Automation Action this task will run. For this tutorial, you want to select Export Entries.

Entry Automation initial task settings

With an Automation Action selected, Entry Automation adds a few additional fields for configuration. You can set what time you first want this task to run with the Start Running Task field. By default, it is set to the start of the next hour. Next, you can set how often you want the task to run in the Run Task Every field. This is how frequently this task will run after the Start Running Task time.

Entry Automation general task settings

Setting the Date Range

Next, you are able to set the date range for what entries will be exported every time this Entry Automation task is run.

When you first create a new task, both the From and To date range fields are empty. When the From field is left empty, all entries since the beginning of time will be selected. When the To field is left empty, all entries up until the time your Entry Automation Task is being run will be selected.

You can set your own date range using plain English phrases (e.g. “yesterday”, “2 hours”, “5 weeks”). When entering a date, Entry Automation will display a preview relative to the current time. If the entered date is invalid, an error will be displayed.

If you want to get all the entries from the past week, set the From date range to 1 week and leave the To date range empty. If you want to get all the entries in the past day, set the From date range to 1 day.

Setting up the Export File

Entry Automation export task settings

Now that you have defined when the Entry Automation task will start running, how often it will run and what entries it will select, you now need to setup the export file itself. Click the Export Settings tab to view the export settings fields.

First, you want to set the file name of the export file. There are three merge tags available to use in the file name: {form_id} for the form ID, {form_title} for the form title and {timestamp} for the time when the task generated the export file. You can also choose to automatically overwrite an existing export file with the same name instead of creating a unique export file.

Next, you select which fields you want included in your export file.

Entry Automation saves the automatic export files to a protected folder in your site’s uploads directory, but you can also have the export file emailed to you. Check the Send Email checkbox to enable emailing of export files. You can send export files to one email address or multiple email addresses separated by commas. You can also have the export file deleted from your site after it has been emailed to you.

Click the Update Settings button and you’re done! Your Gravity Forms entries will automatically be exported and emailed (if configured) to you.

Introducing Fillable PDFs for Gravity Forms

Fillable PDFs for Gravity Forms is now available for purchase.

Fillable PDFs for Gravity Forms lets you generate editable PDFs with entry data on every form submission. The generated PDFs can be automatically attached to notifications, locked with passwords to prevent unwanted parties from viewing the document and can be flattened so that no further editing can take place.

All PDFs are generated on ForGravity’s servers to save the hassle of having to setup and configure the software needed to create the PDFs.

You can also convert existing editable PDF forms into Gravity Forms forms. Fillable PDFs will automatically detect the available fields and allow you to modify the field labels, types and choices before creating the form.

Fillable PDFs also integrates with Gravity Flow, letting you generate PDFs at a specific point in your workflow.

Several pricing tiers are available based on the amount of PDFs you need to generate per month. Importing PDFs do not count against the monthly usage limit.

View the documentation for Fillable PDFs.

Purchase Fillable PDFs.

Live Population v1.2 Released

Live Population for Gravity Forms version 1.2 is now available via auto-update and for download from the account page.

This release now allows for merge tags to be replaced when a form is loaded without having to select a field that causes Live Population to happen. This is great for when you have a summary HTML field on a multi-page form and want to display multiple field values in the content area.


Transferring User Data Between Gravity Forms

One of the most common problems Gravity Forms users encounter is sending user data from one form to another. Gravity Forms supports this type of functionality out of the box by allowing fields to be populated dynamically and sending the data via a query string. However, this can quickly become difficult to manage when transferring user data for more than a handful of fields. And, because the data being sent to the form is in the URL, there’s nothing to stop the user from changing it before it gets sent to the second form.

With Easy Passthrough, we can send the user data to the second form in a matter of minutes.


Form Setup

In this scenario, we are going to have two forms. The first form will be a simple “Let’s Get Started” form, intended to be an initial lead capture, containing name, email and phone fields.

Our first example form

Our second form, titled “More Details”, will be a more in-depth lead capture form that, in addition to getting the user’s name, email and phone, will also get their mailing address and website URL.

Our second example form


Transfer User Data

Now that we have our two forms configured, we need to setup Easy Passthrough to send data from our “Let’s Get Started” form to our “More Details” form.

Under the Settings tab in the “More Details” form, we’re going to click into the Easy Passthrough section and click the “Add New” button to create a new Easy Passthrough configuration.

Easy Passthrough Configurations page

Next, we’re going to select the “Let’s Get Started” form as our Source Form, or the form who we want to transfer the user data from.

Select Source Form with Easy Passthrough

Now, we map which fields from the Source Form (“Let’s Get Started”) we want to transfer the user data to on the Target Form (“More Details”).

Map fields with Easy Passthrough

If needed, we can setup conditional logic to only transfer the user data if it passes certain conditions, like only transfer user data if the phone number starts with a specific area code.

Click the “Update Settings” button and we’re done! We’ve now created an Easy Passthrough configuration.


We’re Done!

While the user browses around our site, any time they fill out a Gravity Forms form, a reference to their entry is stored in their browsing session. If they view a form that has Easy Passthrough setup, the data will automatically be populated into the form. No messy query strings! No keeping track of what fields are setup for dynamic population!

Try a live demo of the sample forms above or experience Easy Passthrough for yourself today!

Live Population v1.1 Released

Live Population for Gravity Forms version 1.1 is now available via auto-update and for download from the account page.

This release now allows for field choices to be populated from List field values. Checkbox, Multi Select, Radio Button and Select fields can have their choices appended or completely replaced by the values entered into a List field. For multiple column List fields, you can choose to use the values from a single column or all available columns.