Once you’ve built a web form, you need a way to access and manage the information you’ve collected. The Gravity Forms plugin for WordPress provides several flexible ways to do this, once you understand the software. Let’s dive in, starting with email notifications. 


When someone fills out and submits a form, you probably want to be notified. Gravity Forms provides software that can automatically send out email notifications, either to you or to someone from your organization, with the information from the form. (You can also set up notifications that email the person who submitted the form.)

To begin, choose a form that you’ve already created to edit. Under the settings, click “Notifications.”

Usually a default notification already exists. Select “Edit.”

Now you can title the notification, choose email recipients, control settings for the “from name,” and pick a “from email.” We recommend that this “from email” address be something like “no-reply@yourdomain.” You can also add a “reply to” email, which gets pulled from the information entered in the form.

For a more detailed explanation of what all of these features mean, you can watch the webinar

Checking Entries

In Dashboard, on the Forms tab, you will see all your different forms listed together. Under the title of each form, you will see “Edit,” “Settings,” and “Entries.” Click “Entries.”

All the submitted forms are collected here in one place so that you can easily access all the information you’ve gathered.

Exporting Entries

Again, after clicking the Forms tab on Dashboard, you will see a list below the word “Forms.” Click “Import Export.”

This area lets you export the information you’ve collected to a spreadsheet or some other data collection site so that you can easily see it and use it. Under “Export Entries,” select the form whose entries you want to export. Now choose “Select Fields” to pick which specific fields you want exported. For example, you may only want the emails to add to your newsletter list. On the other hand, maybe you’re planning a potluck and want the names of all the dishes that your members are planning to bring on one spreadsheet. Either way, you can select the appropriate fields here. 

In addition, you can use some conditional logic. At the bottom of this page, you will be able to set up your form so that certain entries are exported IF a certain thing happens. 

For example, you may have a church meal sign-up form. You want to export all the names of the people who are planning to come to a spreadsheet. In addition, the church members may check a box and bring food if they would like, in which case they can list the dish they’re planning to bring on the form. You can then set up the settings so that IF the church members checked the “bring food” box, then the name of the food they’re planning to bring gets exported to a different spreadsheet. These conditional logic abilities are part of why Gravity Forms are so useful.


That was a lot of information covered in a very short period of time. If you want a more detailed and interactive explanation of how to manage entries from web forms, you can watch the webinar. If you want to learn how to build forms, you can read Part 1 of this blog post series, and if you want to hear about the different types of forms you can build, watch for Part 3 coming next week. Enjoy your form-building! 

Photo by Scott Graham on Unsplash

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