Managing Form Entries

Deleting form entries

It is important to delete the form entries as soon as you have taken a copy of them and/or processed any information. It means less data is stored and makes managing entries easier.

To delete all entries from a particular form follow these instructions:

  • Log In to the Dashboard
  • Click Forms in the left-hand menu
  • Move your mouse pointer over the name of the form you are interested in
  • Click on Entries in the menu below the Form name
  • Tick the box at the very top of the list of entries

select all

  • Select Trash from the drop down list of Bulk actions

delete all

 

Can I have a notification email when a form is completed?

Yes you can. You do need to make sure notifications are turned on and configured correctly.

  • Log In to the Dashboard
  • Click Forms in the left-hand menu
  • Move your mouse pointer over the name of the form you are interested in
  • Hover over Settings and then click Notifications on the sub-menu

notifications

  • If the switch next to Admin Notification is green then it is turned on and will usually send an email to the Site Administrator email address
  • If it is Grey then click the switch to turn it green

notifications on

  • Check the notification email address by clicking on the word Notification next to the green switch

notification email settings

  • Makes sure you have Enter Email selected as above
  • If you see {admin_email} then it will email the site administrator
  • You can also enter a full email address instead eg your.name@nhs.net
  • Make sure you save your change by clicking on the Update Notification Button

save notification

Where does the information submitted on a form go?

All the forms that are built into your website store the information until you delete it. Forms hosted by your clinical system provider or the old GPsurgery.net secure forms system manage things differently. We will only look at your new website forms in this article.

To view all entries from a particular form follow these instructions:

  • Log In to the Dashboard
  • Click Forms in the left-hand menu
  • Move your mouse pointer over the name of the form you are interested in
  • Click on Entries in the menu below the Form name

form entries

You should now see a list of all the entries submitted via that form.

form entry details

Click on the name in the first column to view the information for that patient only.

 

Export/Download all form entries in one go

For popular forms with a lot of entries (eg Repeat prescriptions) you will almost certainly wish to export the details regularly and then delete the old entries to keep the system manageable and running smoothly.

From the Forms sub-menu in the left-hand menu click Import/Export. Make sure you are on the Export Entries tab and not the Export Forms tab.

export-entries

Select the Form you are interested in from the drop down list.

select form

  • Choose the Export All option in the list of available fields unless you wish to restrict the output
  • Select a date range if required
  • Click the Download Export File

This will download a file to your computer that you can open in Excel. It is in CSV (comma separated values) format.