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How do I get specific form information to show up in my reports?

This article will summarize how to ensure the data from your digital forms is visible and available when running a Form Data report.

Overview & Explanation

When you create or fill out a form, you might expect every single piece of information to automatically appear in your final reports. However, to keep your reports clean and easy to read, only the fields you specifically "mark" for reporting will be included. Think of it like a filing system: while you might write many notes on a page, only the specific lines you highlight will be pulled into your summary ledger.

Important Limitations

Before you begin, please keep the following data rules in mind:

  • Who filled it out? Currently, reporting is primarily supported for information entered by the Creator (the person who starts the form).

  • Dual-Entry Forms: If your form is set to be Filled By Both, you can only pull report data from the Creator section (the top portion of the form builder).

  • Check-In/Out & Signer Forms: Data entered in the Creator portion of Check-in/Out forms and fields within Filled By Signer forms are fully supported.

  • Additional Entries: Information added through "Additional Entries" features is not currently supported for reporting.

Working with Data Grids

If your form uses a Data Grid (a table within the form), this creates a separate collection of information. While these fields are supported:

  • They will appear as a separate table of data.

  • In the Form Data report builder, you will see an additional dropdown menu specifically to select which columns from that grid you want to display.

Missing Data?

If you are running a report and notice that specific fields are missing, it is because those fields have not been marked as Reportable. You must manually enable this setting for every individual field you wish to see in your final export.

How It Works (Step-by-Step)

If you notice that certain details—like names, dates, or specific answers—are missing from your Form Data report, follow these steps to enable them:

  1. Open your Form Template: Navigate to the specific form you are working with.

  2. Edit the Field: Hover your mouse over the specific question or data box you want to see in your report. Click the Gear icon that appears to open the settings for that field.

  3. Enable Reporting: In the window that pops up, scroll all the way to the bottom.

  4. Check "Reportable": Find the checkbox labeled Reportable and select it.

  5. Save Your Changes: Click the save button to close the window.

  6. Refresh Your Report: Once you have updated all the fields you need, go back and recreate or refresh your Report. The new columns will now appear with your data.

Note: You will need to repeat these steps for every individual field you want to appear in your report.

Use Cases and Benefits

  • Customized Cleanliness: Prevents your reports from being cluttered with "instructional text" or minor details you don't actually need to track.

  • Targeted Analysis: Allows you to pull only the most important data points (like "Total Cost" or "Issue Category") for quick review.

  • Audit Readiness: Ensures that required compliance information is always exported and ready for external review.