Entries in a Form Template

An entry is one filled-in form. Every entry belongs to exactly one version of one template, and the template page in Form Templates shows entries that way: All Entries across every version, or the entries of the version you select. This guide covers finding, opening, archiving and exporting entries from the template page, and when the Home views are the better place.

Before You Start

Seeing entries needs a role with View Data, editing needs Edit Data, archiving needs Admin, Archive Manager or Data Manager. See Role Matrix.
The template page is the place for the entries of one form, and for the full export of a version. To work across templates, filter by context or activity, or build a reusable view, use the Home views instead. See Entries and Views Overview.

Steps

Find the entries

Open Templates > Form Templates and select the template's row.
In the left panel, select All Entries for every version, or a single version for its entries alone. Each version shows how many entries it holds.
Narrow the table with the quick filters State, Creator, Context, Activity and Created Date, or search it. Clear Filters, in the ⋮ menu above the table, resets them.

The entries table of a version with the State, Creator, Context, Activity and Created Date filters above it

Open, edit, archive or delete an entry

Each row has a ⋮ menu, also reached by right-clicking:

View opens the entry read-only, the safe choice when you are checking data.
Edit opens the form so the data can be changed. Every edit is recorded in the entry's edit history, see Entries.
Archive hides the entry from normal views in the Dashboard and the app. Nothing is deleted. Archived entries are shown again with Show Archived or Show Only Archived in the ⋮ menu above the table, and can be unarchived from the row menu.
Delete removes the entry after a confirmation and cannot be undone. Archive instead unless the entry is a clear mistake.

Export a version's data

Select the version whose data you need. The export covers the selected version.
Open the ⋮ menu at the top right of the table, the one that also holds Clear Filters and Show Archived.
Select Export Data for the data alone, or Export Data and Media to include the photos, files and signatures captured in the entries.

This is the full export: every field of every entry in the version, not only the columns shown in the table. Large media exports can take time and may need help from Zegeba support.

The table menu with Clear Filters, Show Only Archived, Show Archived, Export Data and Export Data and Media

FAQs

Why do I not see the entries from before the last version change?
The table shows the entries of the selected version. Select All Entries in the left panel to see every version's entries together, or select the older version.

Can I move an entry to a newer version of the form?
No. An entry stays with the version it was captured in. To combine data across versions, export both versions and merge the files in a spreadsheet.

What is the difference between this export and the export in the Home views?
Export Data on a version exports every field of every entry in that version, with media as an option. The export in the Home views writes the rows and columns currently visible in the table to Excel or CSV. Use the version export for a complete dataset and the view export for a filtered list.

Are entries deleted when the template is deleted?
No. Deleting a template removes the template and its versions, and the entries remain in the data views and exports.

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