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 by clicking on the word Notification next to the green switch

IMPORTANT change the From Email address to do_not_reply@gpsurgery.net

This is essential to ensure the form gets through the NHS firewall.

  • Set the recipient email address.

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

Decide on the content of the notification email

By default the email notifications send the entire form details. This is fine for forms like the Friends and Family Test as this data is anonymised. We would recommend that you set the content of the email to a simple text message to confirm a form has been completed. You can then login to the secure admin area to collect the form data for more complex forms.

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.

 

Print Form Entries

You can print off the form entries if you wish.

  • 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 one or all of the entries on the left

  • Click the Bulk Actions drop down list

  • Choose Print
  • Click the Apply Button next to that drop down list

  • Decide if you wish to have each entry on a new page

  • Finally Click Print.

Exporting form data

To export the data given by patients on the various forms on your website, follow this quick five step guide:

Step one

Login to the Dashboard area of your website and select Forms on the left hand menu. This will reveal a sub-menu.

Step two

Select Import/Export. This will take you to a Export Entries page where there are three options – Export Entries, Export Forms or Import Forms. The default is the Export Entries screen.

 

export-entries

 

Step three

Select a form that you wish to export data from by choosing from the list of forms in the Select A Form drop down box. This will reveal a Select Fields menu where you can select the data to be exported. For ease of use, tick the Select All box.

Step four

Once all the items are ticked you are now ready to export the data from the website. Click Download Export File at the bottom of the screen. The exported data file will now be downloaded to your computer.

Step five

Now that you have exported the data, you should erase the data. To do this go back into the Forms area of the Dashboard. Select the form you have exported the data from and click the number of entries on that specific form or click on the Entries sub heading.

This will take you to a list of all the entries that have been made on that form. Next clear this list by selecting all the entries and click in the Bulk Actions drop down list to select Bin or Trash and then Apply. This will move the entries into the Bin which you will need to empty by clicking the Empty Bin button. This will flag up a warning from your computer, click OK to confirm your actions.

Return to the forms screen and start exporting data from the next form and repeat this process to clear all the data from the website.