{"id":1738,"date":"2021-03-11T12:21:16","date_gmt":"2021-03-11T11:21:16","guid":{"rendered":"https:\/\/digi-ed.uk\/support\/?post_type=ht_kb&#038;p=1738"},"modified":"2024-09-06T14:35:53","modified_gmt":"2024-09-06T13:35:53","slug":"how-to-use-filters-on-submissions-in-form2","status":"publish","type":"ht_kb","link":"https:\/\/digi-ed.uk\/support\/article\/how-to-use-filters-on-submissions-in-form2\/","title":{"rendered":"How to use filters on submissions in SparkForms"},"content":{"rendered":"\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-16-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<iframe loading=\"lazy\" title=\"Form2 - Filters and reports\" width=\"1200\" height=\"900\" src=\"https:\/\/www.youtube.com\/embed\/24ZKDghZTr8?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe>\n<\/div><figcaption class=\"wp-element-caption\">Since recording this video, we have transitioned from Form2 to SparkForms as our provider. The software interface and processes remain the same despite this change.<\/figcaption><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">An explanation of filters<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">A filter is a condition we can apply to submissions to show only submissions that meet that condition. Within SparkForms there are four different types of submissions we can apply: Field, Distribution, Group and Date. This article will walk through each of the filters and explain how they can be used. By using the different filters available, you can ensure you view\/export only relevant submissions and don\u2019t have to manipulate the data after it has been exported.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Applying a filter<\/h2>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Select the form you would like to export submission data from.<\/li>\n\n\n\n<li>Select the &#8216;Submissions&#8217; tab.<\/li>\n\n\n\n<li>On this tab, you can see all submissions made for this form in the \u2018Results\u2019 section, whilst the filters are shown at the top of the tab in the \u2018Filters\u2019 section.<\/li>\n<\/ol>\n\n\n\n<h3 class=\"wp-block-heading\">Filter: By field<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">This allows you to apply a filter based on the value of a field within the form. The results from the filter will only show submissions that hold the value.<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Select the \u2018By Field\u2019 filter.<\/li>\n\n\n\n<li>In the first field, select the field you want to apply the filter to. <\/li>\n<\/ol>\n\n\n\n<p class=\"wp-block-ht-blocks-messages wp-block-hb-message wp-block-hb-message--withicon is-style-alert\">The field name is the system name in the form.<\/p>\n\n\n\n<ol start=\"3\" class=\"wp-block-list\">\n<li>In the second box choose the type of comparison for the value of the field.<br><br>The options are:<br><strong>Has value<\/strong>: The value of the field must equal the value set in the third box.<br><strong>Has any value<\/strong>: There must be any value in the field (including not a hidden field).<br><strong>Has no value<\/strong>: There must be no value in the field.<br>If the second box is set to \u2018<strong>Has value<\/strong>\u2019 you will need to enter the expected value in the third box (the value is case-sensitive).<\/li>\n<\/ol>\n\n\n\n<p class=\"wp-block-ht-blocks-messages wp-block-hb-message wp-block-hb-message--withicon is-style-alert\">If the field has pre-set options, the value in the third box must equal the expected value exactly. Any change in capitalisation will affect the filter (e.g. option = \u2018U\u2019, setting \u2018u\u2019 will cause the filter to not work as expected).<\/p>\n\n\n\n<ol start=\"4\" class=\"wp-block-list\">\n<li>Click OK.<\/li>\n\n\n\n<li>Click on the blue \u2018Apply\u2019 button.<\/li>\n<\/ol>\n\n\n\n<p class=\"wp-block-paragraph\">Any submissions that show in the \u2018Results\u2019 section will now meet the conditions set in the filter.<br><br>If you set the value incorrectly or the value does not match the values in the form, there will be no results.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">To remove the filter and show all submissions in the \u2018Results\u2019 section, <strong>select the red \u2018clear\u2019 button<\/strong>.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Filter: By distribution<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">The distribution filter allows you to filter submissions by the way the form was distributed.<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Select the \u2018By Distribution\u2019 filter.<\/li>\n\n\n\n<li>Select the type of distribution, then \u2018Apply\u2019.<\/li>\n\n\n\n<li>To clear the filter, select the red \u2018Clear\u2019 button.<\/li>\n<\/ol>\n\n\n\n<h3 class=\"wp-block-heading\">Filter: By group<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">The group filter allows you to filter submissions by a particular group.<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Select the \u2018By Group\u2019 filter.<\/li>\n\n\n\n<li>Select the group, then \u2018Apply\u2019.<\/li>\n\n\n\n<li>To clear the filter, select the red \u2018Clear&#8217; button.<\/li>\n<\/ol>\n\n\n\n<h3 class=\"wp-block-heading\">Filter: By date<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">The date filter allows you to filter submissions to show those submitted between two dates.<\/p>\n\n\n\n<p class=\"wp-block-ht-blocks-messages wp-block-hb-message wp-block-hb-message--withicon is-style-alert\">If you want to filter the date that is within a form, use the \u2018By Field\u2019 filter.<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Select the \u2018By Date\u2019 filter.<\/li>\n\n\n\n<li>Enter the start date, then the end date if suitable also set the time.<\/li>\n\n\n\n<li>Select the blue \u2018Apply\u2019 button.<\/li>\n\n\n\n<li>To clear the filter, select the red &#8216;Clear&#8217; button.<\/li>\n<\/ol>\n","protected":false},"excerpt":{"rendered":"<p>You can use filters so that you only see submissions that meet certain conditions.<\/p>\n","protected":false},"author":1,"comment_status":"closed","ping_status":"closed","template":"","format":"standard","meta":{"footnotes":""},"ht-kb-category":[66],"ht-kb-tag":[140],"class_list":["post-1738","ht_kb","type-ht_kb","status-publish","format-standard","hentry","ht_kb_category-sparkforms","ht_kb_tag-filters"],"jetpack_sharing_enabled":true,"_links":{"self":[{"href":"https:\/\/digi-ed.uk\/support\/wp-json\/wp\/v2\/ht-kb\/1738","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/digi-ed.uk\/support\/wp-json\/wp\/v2\/ht-kb"}],"about":[{"href":"https:\/\/digi-ed.uk\/support\/wp-json\/wp\/v2\/types\/ht_kb"}],"author":[{"embeddable":true,"href":"https:\/\/digi-ed.uk\/support\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/digi-ed.uk\/support\/wp-json\/wp\/v2\/comments?post=1738"}],"version-history":[{"count":5,"href":"https:\/\/digi-ed.uk\/support\/wp-json\/wp\/v2\/ht-kb\/1738\/revisions"}],"predecessor-version":[{"id":6931,"href":"https:\/\/digi-ed.uk\/support\/wp-json\/wp\/v2\/ht-kb\/1738\/revisions\/6931"}],"wp:attachment":[{"href":"https:\/\/digi-ed.uk\/support\/wp-json\/wp\/v2\/media?parent=1738"}],"wp:term":[{"taxonomy":"ht_kb_category","embeddable":true,"href":"https:\/\/digi-ed.uk\/support\/wp-json\/wp\/v2\/ht-kb-category?post=1738"},{"taxonomy":"ht_kb_tag","embeddable":true,"href":"https:\/\/digi-ed.uk\/support\/wp-json\/wp\/v2\/ht-kb-tag?post=1738"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}