Export Responses

Data captured in custom forms can be exported to Excel (XLSX) for external analysis, report generation, or integration with other systems.

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Basic Export

Export all responses

1. Go to Custom Forms
2. Select the form
3. Go to the Responses tab
4. Click Export or the download icon
5. An XLSX file is generated

File contents

The Excel file includes:

Column	Description
ID	Unique response identifier
Status	Draft or Completed
Creation date	When response was started
Completion date	When finalized (if applicable)
User	Who completed the form
Field 1	First question value
Field 2	Second question value
…	…
Field N	Last question value

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Filter Before Exporting

By date range

1. Use the date filters in the response list
2. Select start and end dates
3. List is filtered
4. Export only visible responses

By status

• Completed only: Excludes drafts (default behavior)
• Include drafts: Check the corresponding option

By user

If multiple users complete the form:

1. Filter by specific user
2. Export only their responses

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Excel File Format

Sheet structure

Sheet 1: Responses Contains all responses in tabular format, one row per response.

Sheet 2: Metadata (if available) Information about the form and export:

• Form name
• Export date
• Filters applied
• Total records

Data types

Field type	Excel format
Text	Plain text
Number	Number with configured decimals
Single selection	Option text
Multiple selection	Options separated by comma
Date	Date format (YYYY-MM-DD)
Time	Time format (HH:MM)
Photo	Image URL
Signature	Indicator (Yes/No)
Location	Coordinates (lat, lng)

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Use Cases

Audit reports

1. Export all responses for the period
2. Create a pivot table in Excel
3. Group by evaluated criteria
4. Calculate compliance percentages

Historical tracking

1. Export responses from several periods
2. Combine in a single file
3. Create trend charts
4. Identify patterns

Integration with other systems

1. Export data
2. Import into your management system
3. Use columns as reference for mapping

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Handling Photos

Photo URLs

Photos are exported as URLs pointing to stored files.

Download photos

URLs are valid as long as you have farm access. To download:

1. Copy the URL from the cell
2. Paste in your browser
3. Image opens/downloads

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Scheduled Exports

Automatic exports

If you need regular exports (daily, weekly):

1. Contact support team
2. Automatic email sending can be configured
3. File is attached on scheduled date

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Best Practices

File naming

Save files with descriptive names:

✓ Safety_Checklist_2025-01.xlsx
✓ BPA_Audit_January2025.xlsx
✗ export.xlsx
✗ data(1).xlsx

Organization

1. Create folders by period or form type
2. Keep a master file with consolidated data
3. Document filters used in each export

Security

• Files may contain sensitive information
• Store in secure locations
• Delete files you no longer need
• Don’t share photo URLs publicly

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Next Steps

1. Create new forms - Design forms for other processes
2. AI Analysis - Use AI to interpret your data
3. Executive reports - Generate reports for stakeholders