Form Entries - Automatic Reports

Sending automatic reports of form entries to any email address.

Karmela Movashov avatar
Written by Karmela Movashov
Updated over a week ago

Now that your employees have filled out their forms, what do you do with all the form entries? Well with connecteam we give you the option to send all the form entries automatically to any recipients you wish. You will be able to send automatic Excel spreadsheet reports of your Form entries based on your preferred time-frequency, and share it automatically with any email address you'd like! With the new and improved auto reports, you are also able to create specific filter criteria, ensuring that you are only getting the information that is important to you!

In this article we will go over:

What's the Benefit?

Save time on exporting entries manually by sending entries automatically to the right personnel within your company based on specific filters so you can create a complete automated process easily and quickly. Once everything's set up, it will look something like this:

Create your Form > assign it to employees > receive entries > manage status and notes for each entry > have employees automatically notified for changes and updates > receive or send an automated report of all entries, statuses, and columns according to your settings

Screenshot of exported entries from Connecteam's Form feature

Here are a Few Examples:

  1. Send the Expenses Reimbursement Form's entries every two weeks at 10 am to the payroll department's email address

  2. Send the New Leads Form's entries on the last day of each month at 2 pm to the VP of Sales' email address

  3. Send Daily Health Declaration entries every morning, starting from 4/5/2019, to the HR manager's email address, only if the user answered yes to the question "Have you been in contact with someone who has been confirmed with Corona in the past two weeks?".
    Click here to watch a short video about filter-based auto-reports

How to Enable Auto Reports?

  • On your dashboard, access a Form page

  • Click on Options > Settings

  • On the settings menu, choose Auto Reports

  • Check the Auto report box to enable it

  • Choose when to send the report

  • Choose who will receive the report

  • Decide if you wish to include managers' columns in the reports (statuses, notes, and persons)

  • Select your filter criteria (optional)

  • Decide if you wish to create more reports for the Form and save changes when ready

  • That's it, all set!

GIF of enabling auto reports in Connecteam's Form feature on the admin dashboard

Report Type:

You can choose from two different reports, Entries report or User report:

  1. The entries Report will contain the entries according to the fields and filters that we have set.

  2. Users Report will contain a list of users that fall under that criteria.

Screenshot of selecting report type in Connecteam's Form feature on the admin dashboard

Reports Frequency:

You can choose when you would like to have these reports to be sent and the frequency of the auto reports.

Screenshot of setting up report frequency in Connecteam's Form feature on the admin dashboard

Set Up the Recipients:

Here you can add the recipients of the reports

Screenshot of adding recipients in Connecteam's Form feature on the admin dashboard

User Fields to Include in the Report:

Select users and managers fields you would like to be included in the report

GIF of selecting user fields and admin columns types in Connecteam's Form feature on the admin dashboard

Chose File Type:

Choose what format you would like the recipients to receive - An Excel table with all the entries details, or a file with all the submissions in a PDF format.

Screenshot of selecting file type in Connecteam's Form feature on the admin dashboard

Filter Information (Optional):

Here you can choose the trigger/s that decide what will be in the report:

For example: If you would like a report of a specific answer to a question.

GIF of selecting filter information in Connecteam's Form feature on the admin dashboard

Quick Actions That Will Save You Time!

Duplicate auto reports - saves you time and removes mistakes.

For instance, if you have already created a report with a complex filter or with many users, duplicating it will save you the time of creating a similar one.

Just click on the duplicate button and edit the new automatic report.

GIF of duplicating auto reports in Connecteam's Form feature on the admin dashboard

Note: Auto reports are available starting from the Expert Operations plan.


For additional information:
You can learn more about different distribution options in this article:


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