How to manage and export WordPress registration forms data?

Introduction: Manage and Export WordPress Registration Forms Data

Let’s get started on another WordPress registration system tutorial. We will focus on how to manage and export WordPress registration forms data and database. Call them submissions, entries, records or simply form data; every piece of information submitted through forms on your WordPress sites is vital for your business or blog. More disorganized this information, more difficult it will be to make sense of your forms. Good old email notifications simply don’t cut it these days. You may miss a mail, or your server may not shoot the notification message (believe me, that happens) or worst you lose access to your inbox. Therefore, for any plugin that purports form building credentials, it must pay equal importance to the data that its forms collect over time. It should not only be organized but also able to provide meaningful insights into how forms are working.

Manage and export WordPress registration forms data is in the very DNA of RegistrationMagic. Its multiple parts work as a whole to filter and present the information users send out to us. We call every entry a Submission. Therefore, the first and foremost area of RegistrationMagic, after the Forms Manager is the Submission Manager. Before we take a look at the Submission Manager, lets fill out a form to make sure we have at least one submission when we go there.

Sample Form and Data

Here’s a sample form we built on our site:

Have a good look at the fields we have on our form. Let’s quickly fill them out and then visit RegistrationMagic → Inbox inside the WP Dashboard.

It is important to learn reading this page.

We see that submissions are recorded as a table with the user’s email as the primary link to open the submission’s details page. This is followed by each field of the form forming a column header and the subsequent submissions displaying the user entered information below. By default, only the first 4 fields and their data will be visible in the submissions table. Any more fields will make the whole table cramped, so they won’t appear here. After the form fields, we get the columns to show the submission date & time, attachments, notes, emails, custom status (if any are applied), and the payment made with the form submission.

Before we go to the submission details page, let’s check out the submission filters.

The first filter above the submissions table is helpful for filtering submissions by date. This is followed by the form filter. With this filter, we can see submissions for any particular form or submissions from all the forms together. Next one is a button that opens a set of advanced filters. Click on the “Advanced Filters” button and we can filter submissions by form field value, custom status, or from a list of properties of submissions.

Since we have a single submission right now, there is no need for filtering. However, filtering can be an essential tool when we have hundreds of submissions! Or maybe even thousands!!

Submission Details Page

When we click on a submission record, a new page displays all the record attributes neatly.

Here, we get the user’s IP and browser information at the top of the submission details. Followed by the Submission ID which is a unique number associated with each submission. Submission Type tells us if the filled form is a simple contact form or configured for accepting WordPress user registrations. We can also download the individual submission as PDF using the Print link in the menu list at the top. The PDF will also show our business logo if we have configured it in Global Settings. Handy if you want to print submission forms with your own branding.

Notes can be added to each submission for internal or external purposes. Colors can be assigned to these notes during creation. Click on the Add Note link in the menu at the top to get to the Add Note page. From there, we can add the note text, color and set whether the note will be visible to the user on their frontend profile.

Here’s a nice little note stacked right below the submission record.

Notes can be edited later too.

Export Function

A word about the Export button on the Inbox page. It allows downloading submission records as a single CSV file. Many external programs support CSV standard for importing data. Direct connections to MailChimp and Aweber are supported out of the box, so no need to go through an extra step if you are using one of them.

This is just the beginning of things that we can do with submission records inside the RegistrationMagic plugin. We shall discuss more features in upcoming posts. Hope you can manage and export WordPress registration forms data in a better way now. Have a great day!

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RegistrationMagic Editorial Staff (rmagic) is a team of WordPress registration experts and major contributor to the development of RegistrationMagic - WordPress User Registration Plugin.

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