If your Formora forms include File Upload fields, users can submit documents, images, and other files. This guide explains how to manage these uploaded files from within the form responses section.

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Accessing Uploaded Files

Once a user submits a form containing uploaded files, you can access these files alongside the rest of the submission data:

  1. In the Responses Table View:

    • Navigate to the “Responses” section for your form.
    • The column corresponding to your file upload field will typically display the filename(s) of the uploaded file(s) or a direct link to download them.
    • If multiple files were allowed for a single field, it might show a count or a list of filenames.

    File upload field in the responses table showing filenames or links

  2. In the Single Submission Detailed View:

    • When you open the detailed view for an individual submission, each file upload field will clearly list the associated files.
    • Each filename will usually be a clickable link to download the file.

    Uploaded files shown in the detailed single submission view

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Downloading Files

  • Individual Files: Simply click on the filename or download link provided in the responses table or the single submission view. The file will download to your computer via your browser.
  • Downloading All Files from a Single Submission: If a submission contains multiple files (either from one field allowing multiple uploads or several file upload fields), Formora might offer a “Download All Files (ZIP)” button within the single submission view. This would package all files from that specific response into a single downloadable ZIP archive.
  • Bulk Downloading Files from Multiple Submissions: The ability to select multiple submissions and download all their associated files in one go (e.g., as a comprehensive ZIP archive) is an advanced feature. If available, it would typically be part of the bulk actions in the responses table view.

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File Previews (If Available)

For common file types, Formora might offer in-browser previews, allowing you to view the content without downloading the file first:

  • Commonly Previewed Types: Images (JPG, PNG, GIF), PDFs.
  • Access: If available, clicking a filename or an associated preview icon might open the file in a modal window or a new browser tab for viewing.

If previews are not available for a specific file type, you will need to download it to view its content.

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File Storage and Limits

  • Secure Storage: Uploaded files are stored securely on Formora’s servers.
  • Storage Limits: Be mindful of the storage limits associated with your Formora plan. These include:
    • Maximum size for individual files (configured per field).
    • Total account storage capacity.
    • Refer to Understanding Formora Plans and the File Upload Field documentation for detailed information on these limits and what happens if they are exceeded.

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Security Considerations for Uploaded Files

  • Secure Transmission: Formora uses HTTPS to ensure files are uploaded securely.
  • User Responsibility:
    • Sensitive Data: Be cautious when requesting users to upload highly sensitive files. Ensure your data handling practices comply with privacy regulations.
    • Malware Scanning: As a general security best practice, it’s advisable to scan all downloaded files with up-to-date antivirus software, even though Formora likely has its own security measures.
    • Access Control: Manage who in your organization has access to form responses containing file uploads based on their roles and responsibilities.

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Deleting Files

  • Tied to Submission Deletion: Typically, uploaded files are an integral part of a form submission. When you delete a submission, all associated files are also permanently deleted from Formora’s storage.
  • Deleting Individual Files from a Submission: The ability to delete a specific file from a submission while keeping the rest of the submission data is not a common feature, as it can alter the integrity of the original record. If this is needed, the usual workaround is to ask for a resubmission or manage the discrepancy externally.

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File Uploads in Data Exports

As detailed in Exporting Response Data:

  • When you export your submission data to CSV or Excel, the cells corresponding to file upload fields will usually contain a direct URL or link to download the file. The files themselves are not embedded in these spreadsheet formats.
  • If you export submissions to PDF, Formora might embed previews of images directly within the PDF, while other file types might still be represented as links.

Understanding how to manage uploaded files is crucial for workflows that involve document collection, image submissions, or any other process where users provide files. This concludes the “Response Management” section. Next, we will explore Analytics & Insights.