Visualising Data

Setting Up An Internal Response Database

Creating an Internal Response Database is quick and easy and can be done in just a matter of minutes. You can setup as many Response Databases as required, with the responses being tied to specific Form ID configurations and each database being independent.

Instructions

1. Navigate to the Forms Administration page in the Confluence administration console
2. Create a new Form ID Configuration for Internal Response Database
3. You can now use this with your Forms to save responses to the Internal Response Database for that ID

Accessing and Viewing Form Submissions

To manage and access responses saved in the response database, simply navigate to the Forms for Confluence administration page and select the Responses from the ID.

Accessing the Response Database

1. You can access the Internal Response Database directly from the Forms for Confluence administration page using the "Responses" link under "operations"
   
   
   
   
2. After receiving a notification of a new submission, you can access the specific response database by following the link
   
   
   
   

Viewing Data

Once you've received submitted forms against a Form ID, go to that Internal Response Database (shown above) to see all responses against that Form ID. Unread responses is shown in bold, helping you  easily find new or unread submissions. Clicking anywhere on the row will display the submitted form in the viewer below.

There are simple controls for navigating through the database, either by clicking a row, or using the navigation arrows inline with the viewer. You can use the pagination controls at the bottom of the list to quickly navigate through large volumes of submitted forms..

Deleting Data

In order to delete form submissions, first "Delete" it and then, if desired, permanently delete it from the "Deleted" tab .

You can either delete submissions in bulk by selecting the items from the database and deleting them, or delete individually the viewer.

Exporting Data

Results stored in the database from Forms 5.0 onwards can also be exported from Confluence. This is a simple operation to give you the data in your preferred format.

Currently Supported Export Formats

• CSV
• JSON
• XML

Exporting from the Administration Page

1. To export from the Forms Administration page, you can select the "Export" operation
   
   

2. Select the export format

   
   
   
   

3. Click "Export" to export the file
   
   
4. The export should automatically download in the selected format
   
   
   
   

Exporting from the Database

1. From the Response Database, click the "Export All" button on the right hand side

   

2. Select the export format

   
   
   
   

3. Click "Export" to export the file

4. The export should automatically download in the selected format

   

Result Ordering for Form IDs with Multiple Associated Forms 

CSV

If a Form ID is used by multiple forms, the ordering of your results when exported to CSV, will be as follows:

• Columns are added to the CSV sequentially and in the order set in the forms.
• Ordering of form results in the CSV will follow the time in which they were submitted.
  • For example, if you have three forms that are associated with a single Form ID, the responses in your CSV export could be ordered from form 3, then form 1 and lastly form 2, if that was the order that the responses came in as. 
• If any macros share the same name (eg. titled as 'surname'), only one column will be added.

XML & JSON 

The use of the same Form ID by multiple forms doesn't affect responses exported in XML or JSON format, as every response is treated separately.

Exporting Responses From Previous Versions of Form Mail

In 5.0 we introduced a data structure to allow exporting of responses from the database. This structure did not exist before 5.0 and unfortunately it is not possible to export responses created in previous versions of Forms (Form Mail). 

Responses Table

The Responses Table macro should be used when you want your users, or admins to be able to view inbox responses on a page. It lets you quickly set up a table containing all the responses from a specific Form ID, with permissions to allow access to admins or all users.

Instructions

1. Open the Form Configuration page and edit the Form ID that will be used with the Responses Table macro.
2. Set the Responses Table Macro permission by selecting Unrestricted or Admin and Space Admin Only. Only visible with Internal Database selected as Collector Type.
   
   
   
   
   
3. Create a page and add the Responses Table macro.
   
4. Input the Form ID that the Responses Table macro will be associated with.
5. Once the Form ID has been added, insert the macro.
   
   
   
   
6. A graphical placeholder of the macro will be added to the page.
   
   
   
   
7. Each row will contain the values from one response.
8. Save the page to see the final table of responses