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Viewing Submissions as a Table

Opening submissions one at a time is fine for checking a single form. When you want to compare answers across lots of them, for example every accident record this term or every allergy on your registration forms, use the table view. It shows every submission of one form, with one column for each question. The table always shows one form at a time, so each column is a question from that form.

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Opening the table

You can get there in two ways:
  • From Settings › Forms: open the More Actions (…) menu on a form and choose View Submissions.
  • From Form Submissions: use the Form filter to pick a single form, then click Table view.
To switch to a different form, use the drop-down at the top right of the page.
Only managers can see the table and download it, because it shows every answer on the form at once. Staff can still open the submissions they’re allowed to see one at a time.

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What’s in the table

Each row is one submission. The first columns show who the form is about, its status, when it was submitted and who submitted it. Forms that need approval also show who approved them and when. After those come the form’s questions, grouped under their section headings. Some answers are shortened to fit in a cell: To see the whole form, including signatures and body diagrams, click View at the end of the row. If you have removed a question from a form, its old answers don’t appear in the table. They are still on each submission, so you can see them by clicking View.

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Sorting and filtering

  • Sort by clicking any column heading. Click again to reverse the order.
  • Search with the search box. It finds text in any column you can see.
  • Status: the table opens showing completed submissions and ones waiting for sign-off or approval. Forms that are still out with parents are hidden. Use the Status filter to include them.
  • Submitted from / to narrows the table to a date range.
  • Yes/No, drop-down and multiple-choice questions each get a filter of their own. If a form has lots of them, click More filters to show them all.
  • Reset takes you back to how the table first opened.
Submissions for children and staff who have left and been archived are not included.

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Choosing columns

Click Columns to show or hide columns. Each section has Hide all and Show all so you can quickly focus on one part of a long form. Pigeonhole remembers your choice for each form on this computer.

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Downloading as a spreadsheet

Click Download CSV to download what the table is showing as a file you can open in Excel, Numbers or Google Sheets. The download matches what’s on screen:
  • only the rows that match your search and filters
  • only the columns you’ve chosen to show
  • in the order you’ve sorted them
The file can contain personal information about children and families. Store it securely and delete it when you no longer need it.