If you have the Visforms component installed on your website and you have forms that are configured to save the results, you should have a plan for managing that data. Often times the data is sensitive and should not remain in the website database indefinitely.

To check if you have data:

  1. If you will be accessing the data from a network outside of Rutgers, first log into a VPN connection or to a computer located on campus using remote access.
  2. Login to the administrator interface.
  3. Select Components > Visforms > Forms:

    Components > Visforms > Forms

  4. Then see if you have a number in the "Data" column for each form. That's the number of data submissions there are for that form:
    Visforms: "Data" column entries

If you do have data it's easy to export it to Excel and then delete it from the database.

Exporting and deleting form data: 

  1. Start by clicking on the number in the "Data" column for the associated form.
  2. The default the number of records displayed is set to 20. In order to display all of the submitted records, select a number higher than the total number of records:

    Visforms: Number of records displayed

  3. Click the check boxes for all the Unpublished records and click Actions > Publish.
  4. Then select all the records and click the Export button.
  5. The data export file will be downloaded to your computer (most likely to the "Downloads" folder).
  6. Open the data export file and verify that the records you selected to export are found in the Excel file. 
  7. Choose "File > Save As," select a folder destination, make the File Name more descriptive, change "Save As Type" to "Excel Workbook", and click "Save."
  8. In Visforms, select all the records you exported and click Actions > Delete.
  9. Click Yes when asked "Do you really want to delete the dataset(s)?"

For more on Visforms, see the Forms section of our How To Guides.