Creating export templates

Once installed you can start creating your export templates and schedules. Each form you have in Gravity Forms can have an unlimited number of schedules associated with it.

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Getting to your export templates

Your export templates are associated with your Gravity Forms, forms. To add, view and edit the templates you:

1. Go to your WordPress admin, then go to Gravity Forms → Forms.
2. Hover your mouse over the form name to reveal the Settings link.
3. Hover your mouse over Settings and click Entry Exporter.

You’ll now be shown a list of your existing export templates for the selected form. From this screen you can see:

• Whether the schedule template is active.
• The last time the exporter was run.
• The next time the exporter will run.

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Creating a new export template

To create a new or edit an existing export template you:

1. Navigate to the export template list detailed in the Getting to your export templates section.
2. Click the Add New button
3. Enter the settings for your export template.
4. Click Update Settings located at the bottom of the page.

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Export Settings

There are a number of settings that allow you to create an export template that suits your needs most.

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Feed Settings

The feed settings consist of two fields:

Name – The memorable name of the feed.

Enabled – Whether the export should be run or not.

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Email Settings

The email settings are used when sending the exported entries as a CSV file attachment.

To – This is the primary email address to send the export to, it can be a comma-separated list of email addresses to send to multiple recipients.

BCC – This field can be used to send the export to additional email addresses, it can also be a comma-separated list of email addresses. The difference between the BCC field and the To field is that the email addresses in the BCC field will not be shown to every recipient.

Subject – The subject field is used to set the subject of the email sent to the recipients.

From – The from the field is used to set the email address that the email will be sent from.*

From Name – The from the field is used to set the name that the email is sent from e.g. Toby*

Reply-To – The reply-to field allows you to set the email address that recipients will reply to when they click reply form their email client.

Message – The Message field is the main body of text within the email. It can be either plain text or HTML.

Delete export file after email is sent. When checked this setting will delete any generate export files once the email with the attachment has been sent.

Each field supports general merge tags including: {admin_email}, {form_id}, {form_title}.

* The From, and From Name fields may be overridden by the WordPress system or any third-party SMTP plugins installed.

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Field Mapping

With field mapping, you can set the export template column headings to exactly what you need.

Key – The column heading used in the export template.

Value – The entry data value that will be associated with the column heading.

Clicking the plus and minus icons next to each row of field mapping values will add or remove an additional column in the export template.

Within the Value dropdown, you can select “Add a Custom Value” which will replace the dropdown with a free form text field; you can use this to enter your own textbase value, or using the merge tag selector you can combine multiple values to be exported under one column in the export template.

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Schedule settings

The schedule settings allow you to set a recurring tine-frame for when your export will be run.

Schedule Frequency – Is used to set the delay between exports, the first field is used as the number of… and the second field allows you to select either Day(s), Month(s) or Year(s). The end result would look similar to Run every 2 day(s).

At – The At field allows you to set a preferred time that the export will run, we recommend staggering multiple exports so they run at different times.

When the export template is saved the first export will commence on the next available time based on your entry for the At field. for example, if I enter 14:00 and it is already 14:01 then the first export will be the next day at 14:00.

The export is run based on your server time, and the WP-Cron system.

To improve the accuracy of the export schedule we highly recommend setting up a native Cron Job to trigger and continue the exporting process.

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Export Conditions

The export conditional allows you to pick-and-choose which entries are exported based on the submitted values.

Include results if x match, This field allows you to decided if entries must match all or any of the set conditions.

Conditions, The conditions are based on the data submitted in the Gravity Form entry. The first dropdown represents the data field you’d like to query, the second is the operator to test and the third is the value that it must match. For example, if I wanted to include only the entries called Toby with the email of [email protected] I would set the fields as follows.