ITS

Information Technology Services
Information Technology Services

Access Webform Results

Note: Only users with the site administrator role will be able to view webform results in WebPublish. If a user requires access to webform results but does not have this role in your site, you can add them as an email recipient by following our tutorial, Configuring E-mail Recipients for Webform Results


Viewing Submissions

  1. In the authoring environment, navigate to your webform and select the "Results" tab.
  2. By default, you will be taken to the "Submissions" page. This table will show you a list of each submission that has been made.
    1. To view the results of a specific submission, click "view". From here, you'll also be able to navigate to through the submissions using the "Previous submission" and "Next submission" buttons.
    2. To edit the results of a specific submissions, click "edit". This will make the fields editable and allow you to modify the results.
    3. To delete a specific submission, click "delete". You will be prompted to confirm if you are sure you want to delete the submission. If so, click "Delete", and the submission will be removed.

Screenshot of the Webform > Submissions tab, with the submissions, view, edit and delete buttons highlighted

  1. To return to the Submission table at any point, click "Webform results" in the breadcrumbs.

Screenshot of the viewing page of an individual webform submission, with the breadcrumbs and previous/next submission buttons highlighted

Analyzing Results

The Webforms module offers some basic reporting capabilities for your submission results. For multiple choices questions, you can view how many responses each option has received. For text questions, you can view the average length of the submission and how many times it was left blank. To analyze your submissions data:

  1. Navigate to your webform and select the "Results" Tab.
  2. On the right side of the page, just below the webform tabs, click the Analysis button.
  3. To add any field to your analysis, click the "Add Analysis Components" drop-down and check the components you'd like to view. Click "Update analysis display".

Screenshot of the Webforms > Analysis tab, with the analysis button, 'add analysis components' section and Update analysis display button highlighted

Viewing a Table of Submissions

To view all submission results and fields together in a table format: 

  1. Navigate to your webform and select the "Results" tab.
  2. On the right side of the page, just below the webform tabs, click the "Table" button.
  3. Each submission and it's results will be displayed as one row entry in the table. To view a specific submission, click on the submission number in the "#" column. Click any column title to sort the table on that field.

Screenshot of the Webform > Table tab with the Table button and submission number highlighted

Download a Copy of Submissions

If you require a copy of your webform results, you can download your submission data as outlined below. 

  1. Navigate to your webform and select the "Results" tab.
  2. On the right side of the page, just below the webform tabs, select the "Download" button.
  3. In the Export Format section, ensure "Microsoft Excel" is selected.
  4. In the Column Header, you can choose what values you'd like to be used as headings for your columns. Generally, the Label option will be easiest to read, as it will match what users see when they are submitting the form. 
  5. Under the Select List Options drop-down:
    1. Choose between "Full, human-readable options (values)" and "Short, raw options (keys)". In this case, the Values option will most closely resemble what users see when submitting the webform.
    2. Select which list format you'd like to use. If you will be viewing or manipulating the data in Excel, the "Separate" option will be easier to work with; however, if you will be uploading the data to another system, you could select the "Compact" option.
  6. If you would like to include data about each submission, such as the time it was submitted, you can expand the "Included Export Components" drop-down and select which components you'd like to conclude. Note: these are not the same as the field components of your form. All fields will automatically be included in the download. This is strictly optional, supplementary information about your submissions. 
  7. If you would like only certain submissions to be downloaded, you can define this criteria by expanding the "Download Range Options" drop-down. You can choose to download: 
    1. All submissions;
    2. Only the new submissions since your last download;
    3. Only the latest x-number of submission (i.e., a specific number of the most recent webform submissions);
    4. Submissions by number from x1 and optionally to: x2 (i.e., this will allow you to specify a specific range of submissions to download);
    5. Submissions by date from date 1 and optionally to date 2 (i.e., this will allow you to download submissions from a specific date range).
  8. Once you're satisfied with the download criteria, click "Download". You will then be able to access an Excel copy of your results.

Screenshot of the Webforms > Download tab

Clear Webform Submissions

If you've completed an iteration of your Webform or you've analyzed all the submissions that have come in and would like to start with a fresh set of data, you can opt to clear the existing submissions. Note: once you've cleared your webform submissions, they cannot be retrieved. It's highly recommended that you download a copy of your results before clearing them.

  1. Navigate to your webform and select the "Results" tab.
  2. On the right side of the page, just below the webform tabs, select the "Clear" button.
  3. The page displays the following warning: "This action cannot be undone." Note: you will not receive a second prompt; once you click clear ALL DATA WILL IMMEDIATELY BE ERASED.
  4. Once you're sure you want to remove your submissions, click "Clear".

Screenshot of the Webform > Clear tab

Screenshot of the Webform > Submissions tab after entries have been successfully cleared