Import Gravity Forms Entries

How to Import Gravity Forms Entries: The Ultimate Guide

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If you need to import Gravity Forms entries into WordPress, there are dedicated plugins for the job. Gravity Kit's GravityImport and GravityMigrate tools are excellent ways to do this in a flash. In this post, we'll look at how to import entries with both plugins!
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Let’s cut to the chase: if you want to import Gravity Forms entries to your WordPress website, two of the best solutions available are GravityImport and GravityMigrate. With GravityImport, you can easily import entries from a CSV file to Gravity Forms, which makes data migration a breeze. GravityMigrate lets you move your forms, entries, settings, and other Gravity Forms related data from one site to another. Combined, you have a stellar way to move and import Gravity Forms entries as you wish.

In this guide, we’ll dive deep into these powerful tools and their features. By the end, you’ll know if both Gravity Forms add-ons are right for your needs.

About the GravityImport and GravityMigrate plugins

Both GravityImport and GravityMigrate are premium add-ons for Gravity Forms. They are two of many add-ons from GravityKit: a Certified Gravity Forms developer.

The GravityKit logo.

Both add-ons carry out slightly different tasks. For instance, GravityImport lets you import Gravity Forms entries from a CSV file to a new or existing form. If you opt for a new form, GravityImport will create it based on the data in your file.

In contrast, GravityMigrate enables you to move any Gravity Forms data from one website to another. The plugin packages up all of your important data (including forms, entries, files, settings, and more) into a ZIP file. From there, it takes minutes to import it to your new site.

Why You’d Use GravityImport To Import Gravity Forms Entries

Both GravityMigrate and GravityImport save you from having to rebuild your forms from scratch and reconfigure your workflows during a migration. For now, let’s look at GravityImport. There are many benefits for using this plugin, apart from the ability to import Gravity Forms entries:

  • It’s an ‘official’ certified add-on. GravityImport is a certified add-on for Gravity Forms. This means the Gravity Forms team recommend it: a high honor!
  • There’s full integration with Gravity Forms. GravityImport integrates in full with Gravity Forms, with a straightforward and intuitive import process that aligns with its parent plugin.
  • You get myriad customization options. The plugin includes extensive customization options for the import. There’s filtering, the ability to trigger feeds, error logging, and much more.
  • The plugin is great for bulk imports. With GravityImport, you can import thousands of entries into Gravity Forms at once, in double-quick time.

Over the next few sections, we’ll show you how to use GravityImport. From there, we’ll take a closer look at GravityMigrate.

How to Import Gravity Forms Entries (In 4 Steps)

Let’s get down to business, and show you how to import Gravity Forms entries. Of course, you’ll need to install both Gravity Forms and GravityImport on your site. Both of these premium plugins follow the same process: head to the Plugins > Add New Plugin page within WordPress; click the Upload Plugin button; select the Install Now then Activate links.

With both plugins active on your site, you can begin the import process.

1. Upload Your CSV File

Before you start a new import, make sure you use the CSV format for your entry data. Most form plugins should have an option to export form submissions to CSV, although you should check the documentation for your specific plugin.

If you want to move existing entries from Gravity Forms to another website, you can export them through the Forms > Import/Export option. Next, select Export Entries, choose a form from the drop-down menu, then select the fields you want to export:

The 'Export Entries' screen in Gravity Forms; there is a dropdown to select a form, and checkboxes for choosing which fields to include in the export.

To finish, scroll down and click Download Export FIle; your form entries will then save to a CSV file.

To start a new import, hover over Forms and click Import/Export. Next, click Import Entries. You’ll see the import screen complete with a progress bar. Your first job is to upload your entry data CSV file through either dragging and dropping it into the box, or using the file explorer:

The first step of the GravityImport process; there is a box for uploading a CSV of entries.

When this completes, GravityImport will ask if you want to import the data to an existing form or a new form. If you select an existing form, ensure you set the correct field types for the data you want to import:

A message asking 'Where would you like to import the entries'; there are two options—An Existing Form, or Create a New Form

If you choose to create a new form, GravityImport will build a form for you automatically based on the data in your file. No matter which option you choose, the next step is to map the columns in your CSV file to the matching field types in Gravity Forms.

2. Map Your Fields Within Gravity Forms

This step is important to ensure your entry data imports and maps to the correct form fields. While GravityImport will attempt to detect the correct field type based on the data in your CSV, you can easily change the mapping by clicking on the Import to… drop-down menu field and choosing a different field:

The 'Map Fields' step in the GravityImport import process; there is an overview of the contents of the uploaded CSV file, with a dropdown field to select a field type.

If there are any columns in your CSV file that you don’t want to import, you can ignore them by clicking on the X icon:

A dropdown field to the right of the CSV header allowing you to select a field type

After mapping your fields, click Continue With Import to move on to the next step.

3. Customize Your Import

GravityImport includes several configuration options, enabling you to customize the import process:

The import options in GravityImport; there are 5 different toggle switches allowing you to enable different settings and customize the import process

These let you continue the import even if errors occur, filter the imported records using conditional logic, send email notifications for each imported entry, skip field validation during import, and more.

The Conditional Import option is particularly useful as it enables you to filter the imported records using rules. For example, you could add a rule to only import entries where the email field is a GravityKit email address:

A toggle switch labeled 'Conditional Import'; below is a filter that says 'your email contains @gravitykit'

In Gravity Forms, a ‘feed’ is an automated process that lets you manage or manipulate entry data once you submit a form. If you import entries to an existing form and it already has one or more feeds set up, you can trigger them to run for each imported entry.

For example, if your form includes a User Registration feed, you can trigger it during import to register a new user on your site for each imported entry:

A toggle switch labeled 'Process Feeds'; below is a feed titled 'Register new user'

After configuring the import options, the final step is to run the import.

4. Confirm and Run the Import

Clicking Continue With Import will begin the import process. When it finishes, you’ll spot a notification telling you the processing status and metrics on the records affected:

A notice that reads 'Import has finished. We have processed and imported 10,304 records.'; below are two buttons—'View Imported Records' and 'Start New Import'

Clicking View Imported Records will open the Entries page in Gravity Forms, where you can browse all of your newly imported records:

The 'Entries' page in Gravity Forms;

With this, you should have your entries within Gravity Forms, and can move onto other tasks!

How to Migrate Gravity Forms to a New Website

Gravity Forms does more than just collect form submissions. It lets you post-process entry data, configure automated workflows, and more. If you want to migrate your existing forms, entries, settings and feeds from one site to another, you’ll need to use GravityMigrate instead of GravityImport.

GravityMigrate enables you to move your entire Gravity Forms setup from one website to another, including forms, entries, settings, feeds, add-on data, workflows, views, and more. Next, we’ll look at how to use GravityMigrate.

1. Export Your Gravity Forms Data

First, log into your WordPress dashboard, and head to the GravityKit > GravityMigrate link:

The GravityMigrate link under the GravityKit menu item

This will bring you to the GravityMigrate configuration screen. Under the Export section, you can select the data you want to migrate – starting with choosing one or more forms:

The export settings in GravityMigrate; there are checkboxes here allowing you to choose which forms to export.

Next, choose any additional data that you want to migrate, such as entries, views, feeds, add-on settings, workflows, or another of the options:

The export settings in GravityMigrate;  There are checkboxes here allowing you to export additional Gravity Forms data.

From here, scroll down to configure the remaining options. Here you can limit entries by a date range, or set a secure password for the export file. Both of these settings are optional.

GravityMigrate options; there is an option to set a date range, and another option to set a password for the export file.

Once you click the Export button, GravityMigrate will generate a ZIP file containing your data export. Make sure to save this somewhere safe!

2. Import the Data to Your New Site

Now, log in to your new site – you may need to install Gravity Forms and any add-ons again. Within the GravityKit > GravityMigrate link, drag and drop your ZIP file to the file uploader under the Import section:

The GravityMigrate import settings; there is an upload box that says 'Drag & Drop your files or Browse'.

Once the upload completes, GravityMigrate will detect the different forms and related data you’re attempting to import. You’ll then have one last chance to choose what gets imported to your website. If you want to import everything, you can do so with the Select All option:

The import options in GravityMigrate; here there are options to choose exactly which forms and related data to import

Once you click the Import button, GravityMigrate will begin the full import process and ensure everything on your new site mirrors that of your old site.

Frequently Asked Questions (FAQ) About Importing and Migrating Gravity Forms Data

There’s only so much this article can do to answer your questions about how to migrate or import Gravity Forms entries. Below, we have some common and typical questions about using Gravity Forms. If you have any more, we’d love to hear about them in the comments section at the end of the post.

Where Can I Find My Gravity Form Entries?

Gravity Forms submissions save to your website’s database, which you’ll find on your site’s server. You can access all entries from the Forms > Entries link within the WordPress dashboard.

How Do I See All Entries in Gravity Forms?

The 'Entries' page in Gravity Forms; there is a dropdown at the top left enabling you to select a specific form to see entries related to that form

You can view all of your form submissions through the Forms > Entries screen within WordPress. If you only want to see entries for a particular form, select a form from the drop-down menu at the top left of the screen.

How Do I Save My Gravity Forms Entries to CSV?

You can export existing entries from Gravity Forms to CSV format through the Forms > Import/Export option. Next, select Export Entries and choose a form from the drop-down menu. You can then select which fields you want to export:

The 'Export Entries' screen in Gravity Forms

To finish, click Download Export File and you’ll save everything to a CSV file that will appear within your computer’s Downloads folder.

How Do I Import a Gravity Form Into WordPress?

There are two ways to migrate your forms from one WordPress site to another: Using Gravity Forms’ built-in import/export options, or using the GravityMigrate add-on.

To export a form, head to the Forms > Import/Export option, then choose Export Forms. Selecting a form will export it to your computer as a JSON file.

The 'Export Forms' page in Gravity Forms

To upload this JSON file, choose the Forms > Import/Export option within your new site, then select Import Forms. Once you choose your file from the dialog, Gravity Forms will import the data.

Using GravityMigrate is best if you want to import other data along with your forms (such as feeds, settings, or add-ons). To use this, choose GravityKit > GravityMigrate within WordPress, then the forms and additional data to export. As before, now head to your new site, install GravityMigrate, then import your data.

Streamline Your Gravity Forms Data Management

GravityImport and GravityMigrate are helpful, user-friendly solutions for transferring your Gravity Forms data. GravityImport lets you import entries from a CSV file, while GravityMigrate enables seamless migration of forms, entries, settings, and other data from one site to another.

If you’ve been searching for a way to migrate or import your Gravity Forms entries, these tools are among the best options available. Both plugins are

Do you have any more questions about how to import Gravity Forms entries? Let us know in the comments section below!

Casey Burridge

Marketing Coordinator at GravityKit since 2021, Casey Burridge is an expert on Gravity Forms, WordPress, and marketing.

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