Form Responses

When someone submits a form, a new item is automatically created on the linked board. You can view and manage submissions through the board itself or through the dedicated responses view.

Viewing Responses

On the Board

Form submissions appear as regular items on the board. They are placed in the group you configured as the target in the form settings. You can work with them just like any other item — change status, assign people, add comments, etc. All field values from the form submission are pre-filled into the corresponding board columns.

In the Responses View

For a consolidated view of all submissions:

1. Navigate to the project and click the Forms tab.
2. Click on the form name to open it.
3. Select the Responses tab.

The responses view renders a dedicated data table (powered by TanStack Table) with:

• Submission date and time — when the form was submitted.
• Respondent information — if an email field was included in the form.
• All form field values — one column per form field.
• A link to the created item — click to open the item detail panel.

Response Table Features

The responses table supports the following operations:

Feature	Description
Column visibility	Show or hide individual field columns using the column toggle
Sorting	Click any column header to sort ascending or descending
Filtering	Filter by field values, date range, or respondent email
Export	Download responses as CSV or Excel format
Bulk actions	Select multiple responses for bulk delete or mark as reviewed

Response Management

Filtering Responses

Use the filter bar at the top of the responses view to filter by:

• Date range — narrow down to submissions from a specific period.
• Specific field values — for example, show only responses where Priority is "Critical".
• Respondent email — find submissions from a specific person.

Exporting Responses

Click Export to download all responses (or filtered responses) as a CSV file. This is useful for:

• Reporting to stakeholders who do not have ProBeya access.
• Importing into other analysis tools (Excel, Google Sheets, BI platforms).
• Archival and compliance record-keeping.

Deleting Responses

Deleting a response from the responses view also deletes the corresponding item from the board. This action is irreversible after the item passes the 30-day trash retention period.

Cascading deletion

When you delete a response, the linked board item, its comments, and its field values are all removed. Make sure you have exported any data you need before deleting.

Response Analytics

The form overview page shows basic analytics:

• Total submissions — how many times the form has been submitted.
• Submissions over time — a chart showing submission volume by day, week, or month.
• Completion rate — the percentage of people who started the form and completed it (if tracking is enabled).
• Average completion time — how long respondents typically take to fill out the form.

Notifications for New Submissions

By default, the board owner receives a notification for each new form submission. To configure who gets notified:

1. Open the form settings.
2. Under Notifications, add or remove people who should be notified.
3. Choose between in-app notifications, email notifications, or both.

When a form creates an item, a item.created webhook event is also fired if webhooks are configured.

Response Data Flow

When a form is submitted, the following happens:

1. Form field values are validated against the form's field configuration (required fields, format validation, min/max constraints).
2. A new item is created on the linked board in the configured target group.
3. Each form field value is stored as an item_value record linked to the corresponding board column.
4. Notification events are dispatched to configured recipients.
5. Webhook events fire for external integrations.

Troubleshooting

Problem	Solution
No responses showing	Verify the form has been shared and submissions have been made. Check the form's "Share" settings for the active link.
Missing field values	The form field may not be mapped to a board column. Check the form builder to ensure all fields have column mappings.
Export not working	Verify you have at least one response. Exporting an empty table produces no file.
Notifications not sent	Check the form's notification settings and ensure recipients have notification delivery enabled.

Response Metadata

Each form response stores additional metadata beyond the form field values:

Metadata	Description
Submitted at	ISO timestamp of when the form was submitted
IP address	The respondent's IP address (for security logging)
User agent	The browser or device used to submit the form
Completion time	How long the respondent spent on the form (if tracking is enabled)
Respondent email	Captured from the email field, if included

This metadata is available in the responses table and in CSV exports.

Best Practices

• Review responses regularly — form submissions create items on your board, but they may need triage (status assignment, priority setting) before they are actionable.
• Export before deleting — always export response data before bulk deletion, as deleted items cannot be recovered after the 30-day trash retention period.
• Use filtered exports — narrow down responses by date or field value before exporting to get targeted datasets.
• Set up team notifications — ensure the right people are notified of new submissions so they are triaged promptly.

Next Steps

• Creating Forms — build and configure forms step by step.
• Forms Overview — understand how forms connect to boards.
• Creating Items — learn about manual item creation alongside form submissions.