Data Export | Zoho Forms - User Guide

Data Export

If you are looking to export all your data collected using your forms from the cloud to your computer, you can use the Data Export option in Zoho Forms. 

The following data will be exported with the Data Export option:
  1. All fields' data
  2. Record Link ID
  3. Added Time
  4. IP Address
  5. Submitter's Location
  6. Submitter's Latitude
  7. Submitter's Longitude

To export your form data,

  1. In the top-right corner, click the  icon to access the Control Panel.

    Control Pane
  2. Click Data Export under Data Administration.

    Select Data Export
  3. Click New Export in the top-right and choose the required form from the dropdown.
  4. You can choose to download the exported data as a password-protected file by selecting Set password protection.
  5. If you have a Matrix Choice field (in Dropdown, Text Box, Number, Currency type) on your form, you can choose to export it's data in any of the following 2 formats depending on how you want to analyze the data:
    1. Combine answers in a cell: In this format, all the choices selected within the Matrix Choice field are combined into a single cell in the exported data. This can be useful when you want a quick overview of the respondent's choices without the need for detailed analysis.
      In a single cel
    2. Provide individual cells for each answer : In this format, each selected choice within the matrix choice field is exported into a separate cell. This format provides a more detailed view of the respondent's choices and allows for more granular analysis.
      In separate cells
  6. Click Export. You will receive an email notification when your form data is available for download. 
  7. To download the exported file, hover on the form name on the Exported Forms list and click the download  icon. 

    Exported Form Data
  8. In the pop-up, click the file that you wish to download. 
  9. To download all the exported record files as a Zip file, click  <form-name>.zip  in the top-right corner. Read more on how to read the downloaded files. 

    Download Exported Data
  10. To delete the exported form data, click theicon.

Note:

  • The exported file will be available for download for 7 days from date of export after which it will be auto - deleted.
  • The download link for the exported file will no longer be valid once the file is deleted.
  • Only Super Admin can export the data.
  • Data Export is available only for paid plans. The number of exports would differ depending on the plan.

Number of exports allowed: Plan-wise

Plan Maximum exports allowed at a time Maximum exports allowed in a month
Basic  3 10
Standard 5 20
Professional 10 50
Premium 15 75
Zoho One 20 100

How to read the downloaded files

The following data will be exported as separate files:

  • Form records
  • Form attachments
  • Subform records
  • Subform's attachments

Form and Subform records are exported as .csv  files, whereas attachments are exported as Zip files. 

Each record in the .csv file of the fetched form data will have a unique Record Link ID which must be used to map the form's data with the corresponding form attachments, Subform data, and Subform attachments.

For example, to find the corresponding Subform entries to a Form entry, go to the .csv file of the form, copy the Record Link Id of the record, and search for the Record Link ID in the Subform's .csv file.

Note

  • An exported .csv file of a form and its Subform(s) consists of a maximum of 100,000 records. Each time an exported .csv file exceeds this limit, a new .csv file will be created till all the records are exported. 
  • An exported zip file of attachments consists of a maximum of 1 GB data. Each time an exported zip file exceeds this limit, a new zip file will be created until all attachments are exported. 


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