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How to Import Gravity Forms Entries

To import Gravity Forms entries, go to WP All Import › New Import, select your import file, then choose Gravity Forms Entries and the target form from the dropdown lists. Build your import template with the Drag & Drop interface, then run your import and verify the results.

This documentation covers how to import Gravity Forms entries using WP All Import. For a broader look at importing Gravity Forms entries, check out:

Step 1: Create New Import for Gravity Forms Entries

Navigate to All Import › New Import and select/upload your import file. In the dropdown list, choose Gravity Forms Entries and select the target form.

Import Gravity Forms Entries Set Up

Click Continue to Step 2.

Step 2: Review the Import File

Now you see the Review Import File screen, where you can review the import data to make sure it's correct.

Import Gravity Forms Review Import File

Depending on the import file that you use, you can set a different delimiter (CSV files) or choose a different XML node (XML files).

At the bottom of this screen, you can Add Filtering Options to selectively import the entries.

Click Continue to Step 3 to proceed to the next step.

Step 3: Map Incoming Data Elements to the Correct Gravity Forms Target Fields

The Drag & Drop interface will appear. You can map all of your entry data under the Gravity Forms Entries section. In this case, since we're importing Job Applications, you'll see the fields for that form:

Import Gravity Forms Drag and Drop

There's also an Entry Notes section that lets you add notes to the entries that are being imported, along with the note metadata (i.e., author, date, type). For example:

Import Gravity Forms Entry Notes

Finally, the Other Entry Options section lets you import the date when the entry was made, along with metadata about each imported entry (such as who created it, if it's been read, its status, etc.):

Import Gravity Forms Other Entry Options

Once done, click Continue to Step 4 at the bottom (not shown).

Step 4: Confirm Settings and Run the Import

The Import Settings screen appears next. Here, you can configure key import settings, though, for most cases, you can just use the default settings. Click on Auto-detect next to the Unique Identifier to let WP All Import generate this identifier for you.

Import Gravity Forms Import Settings

You can also change how the import should behave if this import is run again.

There are two other panels near the bottom of the screen: Scheduling Options and Configure Advanced Settings. You can leave these alone for now. Click Continue to carry on.

Next, you see the Confirm & Run screen, where you can check an import summary (not shown) and finally run the import by clicking on Confirm & Run Import (not shown).

You'll see the following screen once the import is complete:

Import Gravity Forms Import Complete

You can now review your imported Gravity Forms entries in Forms › Entries:

Import Gravity Forms Imported Entries

Import Gravity Forms Entries — Advanced Topics

Use PHP Functions to Modify Entry Data While Importing

With PHP functions, you can modify the imported Gravity Form entry data in whatever way you need. For example, you can use the str_replace function to turn any value into another, such as turning a "1" into a "Yes" and a "0" into a "No":

[str_replace(array("1","0"),array("Yes","No"),{Consent_Given[1]})]

This is barely an example, but virtually any import field can be modified on the fly using PHP. Learn more about using custom PHP code during imports here: Inline PHP.

Filter Gravity Forms Entries Import Records

Sometimes, you may need to import just a subset of your Gravity Forms entries. You can achieve this by using filters and selectively choosing which entries to import.

To select which entries are imported, expand the Add Filtering Options panel at the bottom of the New Export screen. A filter needs a target Element, a Rule to apply, and a Value to filter by:

Import Gravity Forms Add Filter Example

The example filter above has these values:

Element: Interested In

Rule: equals

Value: Sales Team

This means, “Import only Gravity Forms entries where the field 'Interested In' equals 'Sales Team'."

Once you've input the filter data, click Add Rule to apply it.

Schedule Gravity Forms Entries Import

You can schedule your Gravity Forms entries import using either of the options provided by WP All Import:

  • Manual Cron Jobs: defined manually on your server (i.e., via Plesk or cPanel) and included at no extra cost. Learn more here: Scheduling Imports Using Cron Jobs.
  • Automatic Scheduling Service: paid monthly subscription that allows you to set up imports directly from within WP All Import. Learn more here: Automatic Scheduling.

Once the import is scheduled, it will run at your selected time and automatically import your Gravity Forms entries.

Import Gravity Forms Entries — Frequently Asked Questions

Can I Import Data From One Form Into Another?

Yes, but this data is unlikely to match field for field. If it does, why are you using two different forms? The most likely use case for this scenario is that you are transitioning from one form to another. In this case, you must be careful to map the correct source fields to the correct target fields.

Can I Modify The Gravity Forms Fields With an Import?

The Gravity Forms Import Add-On allows importing entry data into existing Gravity Forms. It doesn't allow modifying the form itself.

How to Export Gravity Forms Entries?

  1. Navigate to All Export › New Export on your WordPress site.
  2. Select Gravity Forms Entries from the dropdown list.
  3. Select the form you want to export entries from.
  4. Customize your export columns and proceed to run the export.

You can then download the bundle or the exported file with your Gravity Forms entries. Learn more in How To Export Gravity Forms Entries to CSV, Excel, or XML.

How to Migrate Gravity Forms Entries to a Different Site?

  1. In WP All Export, create an export with the entries from your Gravity Form.
  2. Run the export and download the exported bundle file with the Gravity Forms entries.
  3. In WP All Import, create a new import and use the bundle file to configure everything.
  4. Run the import and confirm that the entries were migrated as expected.

To learn more, see How to Migrate Gravity Forms Entries from One WordPress Site to Another.

How to Bulk Edit Gravity Forms Entries?

  1. Using WP All Export, create an export with the desired entries and download the export file.
  2. Modify the export file with your spreadsheet software (Numbers, Excel, etc.).
  3. Re-import the bulk edited data using the Import with WP All Import option found in All Export › Manage Exports.

Learn more about the bulk edit process here: Bulk Edit Quickstart.

Related Docs

Automate your import to run on a specific schedule using manual cron jobs.

Use WP All Export to export your Gravity Forms entries easily.

Learn more about how to set up and use recurring import processes.

Related Videos

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