Getting Started

Entry Automation for Gravity Forms makes it easy to automatically delete or export your Gravity Forms form entries.

Creating a New Entry Automation Action

  1. Navigate to the form you want to make changes to.
  2. At the top of the form editor, hover over the Settings link and select Entry Automation from the drop down menu.
  3. Click the Add New button to create a new automation action.
  4. Insert a Configuration Name to uniquely identify this automation action.

Deleting Entries with Entry Automation

  1. On the Entry Automation Action editor screen, select Delete Entries as the Automation Action.
  2. Select when you want to start running the automation action: immediately or at a specific time. If you select immediately, it will run the next time automation actions are processed. Action processing occurs every quarter hour.
  3. Define how often you want to run the automation action. This is set in either hours, days, weeks or months.
  4. Set the date range of what entries should be selected for the automation action. The dates selected will be relative to when the automation action is processed. For example, if you setup the automation action to run every week starting on a Monday and you set the date range to go up to 3 days ago, all entries submitted on and before Friday will be selected.
  5. If you want to enable Conditional Logic for this automation action, select the Enable Condition checkbox. For more information on configuring Conditional Logic, visit the Conditional Logic article on the Gravity Help site.

Exporting Entries with Entry Automation

  1. On the Entry Automation Action editor screen, select Entry Automation as the Automation Action.
  2. Select when you want to start running the automation action: immediately or at a specific time. If you select immediately, it will run the next time automation actions are processed. Action processing occurs every quarter hour.
  3. Define how often you want to run the automation action. This is set in either hours, days, weeks or months.
  4. Set the date range of what entries should be selected for the automation action. The dates selected will be relative to when the automation action is processed. For example, if you setup the automation action to run every week starting on a Monday and you set the date range to go up to 3 days ago, all entries submitted on and before Friday will be selected.
  5. Choose a file name for the generated export file. If the file name already exists at the time of export, a number will automatically be appended to it. You can also use the following merge tags in the file name: {form_id}, {form_title}, {timestamp}
  6. Select which fields should be included in the export file.
  7. If you want to automatically send email the export file, select the Send an email with export file attached.
  8. Enter what email address you want the export file sent to. You can send the export file to multiple email addresses by separating them with a comma.
  9. Select the Delete export file after email has been sent if you do not want a copy of the export to remain on the server.
  10. If you want to enable Conditional Logic for this automation action, select the Enable Condition checkbox. For more information on configuring Conditional Logic, visit the Conditional Logic article on the Gravity Help site.

Accessing Your Exported Entries

All entries exported with Entry Automation are automatically saved to an export folder within the Gravity Forms upload folder. You can find this folder by navigating to your WordPress uploads folder and going to the gravity_forms/export directory.

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