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Forms Tracker Gadget

The Forms Tracker gadget displays information about all forms on your site or sites, as well as statistics about data that was submitted through these forms. Through the gadget, you can perform the following tasks for each form:

  • edit or preview the form asset
  • export data that site visitors have submitted through the form (form data) to an external file
  • clear form data that you have exported

Displaying Form Data

The following figure shows the Forms Tracker table:

Forms Tracker Table

The table displays information in four columns:

  • Description: Shows the form title, or form name if there is no title, and description. This data is derived from the Title, Name,and Description fields in the Form Widget Editor.
  • New: Displays the number of times that site visitors have submitted data through a form. This number represents form data that you have not exported yet through the Export menu option.
  • Total: Displays the total number of times that site visitors have submitted data through a form. This number includes "New" form data plus data that you have exported but have not removed by using the Clear menu option.
  • Action: Displays a down arrow for each row. Click the arrow to open a drop-down menu with four options, as follows:
    Forms Tracker Action Menu


Note: The Forms Tracker gadget lists a custom form only when the form has data associated with it.

Sorting Columns

You can sort the DescriptionNew, or Total column in ascending or descending alphanumeric order by clicking on the column heading. An arrow next to the heading shows the direction of the sorting.


Forms Tracker Column Headings

Editing a Form Asset

To edit a form asset, click the arrow in the Action column for the listed form and choose Open from the menu.


Forms Tracker Open Option

CM1 displays the asset editor. You can edit the form asset if you have edit permission. Otherwise CM1 displays a warning message.
Note that the gadget does not display the Open option for a form under these circumstances:

  • the form has been deleted from the system but data still exists for the form
  • the form is in an archived state
  • the custom form was created without using the Form Widget Editor and data exists for the form

 

Previewing the Form Asset

To preview a form asset, click the arrow in the Action column for the listed form and choose Preview from the menu.


Forms Tracker Preview Option

CM1 displays the form asset editor for the form in a separate window for viewing only.
Note that the gadget does not display the Preview option for a form under these circumstances:

  • the form has been deleted from the system but data still exists for the form
  • the form is in an archived state
  • the custom form was created without using the Form Widget Editor and data exists for the form

 

Exporting Data Submitted Through a Form

To send all new and uncleared data for a form to a file, click the arrow in the Action column for the listed form and choose Export.


Forms Tracker Export Option

The export file, called a .csv file, is a simple text file that formats data for easy insertion into a table. In your browser configuration, you can specify an application to open the .csv file, such as Microsoft Excel.


Forms Tracker CSV-Popup

Note that the browser setting dictates the download response and may be inconsistent across browsers.
Note: The Export option can accommodate multiple versions of a form. For example, a form may be re-published with a different number of columns than a previous version of the form. In this instance, the gadget will export data in a "merged" format to show all columns that exist or existed at one time.

Removing Data Submitted Through a Form

Use the "Clear" option to delete all form data that you have successfully exported using the "Export" option.

Forms Tracker Clear Option
Use this option when you want to be sure that data that you export has not been exported previously.
Click the arrow in the Action column for the listed form and choose Clear from the menu. You will be prompted with a confirmation dialog to allow canceling the operation, as follows:
Forms Tracker Confirm Form Clear
Note: Before you clear form data, ensure that you have saved the file that you created by using the "Export" option. Otherwise you will lose the only record of the data submitted through the form.
Note: If you clear all data associated with a custom form, the Forms Tracker gadget stops displaying the form until a user submits more data through the form.
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