Exporting builds a spreadsheet with the responses the Responses table is showing, with the same filters. Use it to add up amounts, cross-check with another sheet or keep a copy outside the system. Clínica Vitta, in Miami, exports at the end of the month the intake forms with the "How much do you plan to invest" field to see the average ticket of new patients.
Requesting the file
- In Forms › (form) › Responses, set up the table the way you want the file: status, tag, period, search and order. To export what is in the trash, open Trash first.
- Click Export. The window says how many responses go into the file, for example "The file includes 87 responses, with the filters applied to the table".
- Choose the Format and click Export.
The file is built in the background and the download starts on its own when it is ready. Keep the tab open until the download starts. Responses that arrive after the request are not included: the file is a snapshot of the moment you clicked.
At Vitta, the front desk picks Period from October 1 to 31, Status All (to include archived ones) and exports. If no response matches the filters, the Export button is disabled.
The Owner and the Editor can export; the Viewer does not see the button. Each person can request up to 10 exports per hour.
CSV or XLSX
- XLSX (the default) — the Excel format. The best choice to add up and filter: numbers stay as numbers.
- CSV — opens in any spreadsheet app. It is semicolon-separated and encoded so Excel opens it in columns with accents intact.
In both formats, text starting with =, +, - or @ stays as text and never becomes a formula when the spreadsheet is opened.
The columns, in order
- No. — the response number within the form.
- Received at — day/month/year and time.
- Status — Unread, Read or Archived.
- Tags — comma-separated.
- Internal note.
- One column per question, titled with the question's label.
- utm_source, utm_medium, utm_campaign, utm_term, utm_content, Referring site, Landing page, Device, Browser, Operating system, Country (two-letter code, such as US), State, City and Time to complete (s), in seconds.
Fixed headers and texts such as "Archived" or "Phone" come out in the language you use in the dashboard. Question labels come out as you wrote them.
What each answer cell holds
- Text, choices, dates, yes or no — the same text shown in the response PDF (the option label, "Yes"/"No").
- Question hidden by logic — empty cell. If the person did not see the question, there is nothing to show.
- Matrix — one column per row, titled "Question — Row". That way you can filter each row.
- Signature — only the signer's name. The image is in the PDF.
- Hidden field — included like any question, with the value that came in the link.
- Text block, video and section divider — have no answer and get no column.
Money amounts: number and currency
The Amount field comes out in two side-by-side columns:
- the amount, titled with the question's label, as a number: no symbol and no thousands separator, ready to add up;
- the currency, named "(label) — currency", with the field's currency code, such as USD.
On Vitta's form, the patient types $1,500.00 in "How much do you plan to invest". The spreadsheet shows 1500 in the "How much do you plan to invest" column and USD in "How much do you plan to invest — currency". A sum on the amount column gives the month's total. If you have forms in different currencies, the currency column keeps you from adding dollars and euros without noticing. The currency only comes when there is an amount: a response without an amount leaves both cells empty.
A form with several versions
If you published the form more than once, the spreadsheet combines the questions from all published versions:
- first the questions of the newest version, in form order;
- then those that only existed in older versions, so an old response does not lose a question you removed.
Each cell is filled according to the version that person answered. A renamed question stays in the same column, with the label from the newest version. A question you added later is empty in older responses, and one you removed is empty in newer ones.
Vitta added "Do you use acids on your skin?" in version 3. In September's forms, answered on version 2, the column is blank; in October's, it is filled in.
If something goes wrong
- "Could not build the file. Try again." — the file was not completed. Request it again.
- Clicked twice — the second click reuses the request already in progress, with the same format and filters. No duplicate file is created.
- Left the page before the download — request it again with the tab open.
Where to go next
- Organizing responses: status, tags, notes and trash (Responses collection) — status, tags, search and period, the filters the export uses.
- ID document, address, phone and amounts (Fields collection) — how to choose the field's currency.
- Version history (Editing and publishing collection) — when a new version is created.
- Google Sheets (Integrations collection) — to send each response to a spreadsheet automatically, without exporting.
In short: Export builds an XLSX or CSV with the responses the table shows, with the same filters and frozen at the moment of the request; columns hold number, date, status, tags, note, one column per question from every version and the source; money amounts come as a number, with the currency in the next column.