Managing Responses
Search, review, annotate, export, trash, restore, and permanently delete form responses in formbuild.io.
Every accepted submission appears under Responses for its form. The response list is designed for day-to-day triage: search the submitted values, review possible spam, add internal notes, export data, and clean up responses without losing them immediately.
Response tabs
- All — every active response, including Inbox, Review, and Spam.
- Inbox — normal responses that were not classified as spam.
- Review — borderline responses or responses matched by a Review spam rule.
- Spam — responses classified or manually marked as spam.
- Trash — responses deleted from the active tabs but not yet permanently removed.
Use Mark as spam or Not spam on selected rows to move responses between the active queues. Manual labels do not retrain the automatic spam-scoring system.
Search, pagination, and notes
Search checks the stored response values for the current form. You can keep a search active while switching tabs and choose a page size of up to 100 responses.
The Notes column is private workspace context. Click Add note to record follow-up status or other internal information. Notes are never supplied by the submitter and are included in CSV and Excel exports.
Exporting responses
Use Export CSV or Export XLSX above the table to download responses. You can also select rows and export only that selection; a selected export accepts up to 500 response IDs.
Exports are limited to 10 requests per user per hour. If you receive a 429 response, wait until the export window resets before trying again.
Trash, restore, and permanent deletion
Deleting a response moves it to Trash. From Trash you can:
- Restore it to the active response list.
- Delete permanently when it is no longer needed.
Responses left in Trash are permanently deleted after 30 days. Permanent deletion cannot be undone.
Deleting, trashing, restoring, or permanently deleting a response does not change monthly usage. Usage is recorded when a legitimate response is received, independently of whether its stored row still exists. Clearly detected automatic spam is excluded from that usage count.
Team permissions
Team viewers can inspect response data and analytics. Editors and admins can manage responses when their role grants write access. See Teams & Roles for the complete permission model.