Managing Entries

View, edit, and manage form submissions in the admin interface.

Entries are the submissions collected by your forms. The FormWork admin provides powerful tools to view, edit, filter, and manage your entry data.

Viewing Entries

Entry List

Access all entries for a form:

1. Navigate to your form in the admin
2. Click the Entries tab
3. View the entry table

The entry list shows:

• Submission date/time
• Entry status
• Key field values (customizable)
• Quick actions

Entry Detail

Click any entry to view full details:

• All field values
• Submission metadata
• Workflow runs
• Revision history
• Metafields (if enabled)

Entry States

Entries progress through different states:

State Transitions

Draft → Complete → Processing → Complete (or Error)

• User submits → status becomes Complete
• Workflow starts → status becomes Processing
• Workflow finishes → returns to Complete
• Workflow fails → status becomes Error

Editing Entries

Admins can edit entries after submission.

Editing Field Values

1. Open the entry detail view
2. Click Edit Entry
3. Modify field values
4. Click Save Changes

What Happens on Edit

• Validation rules are re-checked
• Workflows may trigger (if configured for updates)
• A revision is created (if enabled)
• Field visibility is recalculated

Editing Restrictions

Some fields may not be editable:

• Read-only fields
• Calculated fields
• System-managed fields

Entry Actions

Delete Entry

Permanently remove an entry:

1. Open the entry
2. Click Delete
3. Confirm deletion

Warning: Deletion is permanent. Consider exporting data before deleting.

Duplicate Entry

Create a copy of an entry:

1. Open the entry
2. Click Duplicate
3. A new draft entry is created with the same values

Run Workflow Manually

Trigger a workflow on an entry:

1. Open the entry
2. Go to Workflows tab
3. Select the workflow
4. Click Run

Entry Metadata

Each entry includes metadata:

Working with Answers

Answer Structure

Answers are stored in a flat path-based format:

{
  "name": "John Smith",
  "email": "[email protected]",
  "address.street": "123 Main St",
  "address.city": "New York",
  "items[abc123].product": "Widget",
  "items[abc123].quantity": 5
}

Repeatable Field Instances

For repeatable groups, each instance has a unique ID:

items[instance_id].field_name

When viewing in the UI, these are displayed as lists with add/remove controls.

Empty vs. Missing Values

• Empty: Field exists but has no value
• Missing: Field not present in the version when submitted

The UI indicates which fields are missing from older versions.

Bulk Operations

Perform actions on multiple entries:

Select Entries

1. Check boxes next to entries
2. Or use “Select All” for the current page/filter

Available Bulk Actions

• Export - Download selected entries
• Delete - Remove selected entries
• Run Workflow - Trigger workflow on all selected

Entry Attachments

For entries with file uploads:

Viewing Files

• Click file names to download
• Preview images inline
• View file metadata (size, type)

Managing Files

• Files are stored in secure cloud storage
• Access is controlled per-entry
• Files are deleted when entry is deleted

Workflow Runs

View workflow execution history:

1. Open entry detail
2. Click Workflow Runs tab
3. See all workflow executions

For each run:

• Start time and duration
• Status (completed, failed)
• Step-by-step execution log
• Output data from each step

Debugging Workflows

When a workflow fails:

1. Check the run details
2. See which step failed
3. View the error message
4. Check step inputs and outputs