Form entries

How it works

An entry is created as soon as someone starts filling in a form, with the status draft. When the customer submits a valid form, the status changes to complete.

To track your own statuses, such as "Awaiting review" or "Approved", add internal fields to the form. The Wholesale Registration Form template already has them, and shows each application as Pending, Approved or Rejected.

Each entry stays linked to the form version it was created with. Its answers always show in the right structure, even after you change the form.

When a logged-in customer fills in the form, their customer ID is saved with the entry. (A logged-in customer is one synced to SparkLayer and signed in at the time.) You can use the ID in display logic, default values and workflows through data references.

View entries

1. In the SparkLayer Dashboard, go to Forms (opens in your SparkLayer Dashboard in a new tab)Opens in your SparkLayer DashboardTakes you straight to Forms to do this now, whichever platform you're on. Opens in a new tab..
2. Click the form's name, or View entries in its row.

The form's entries screen has Export and Edit form at the top. For the Wholesale Registration Form, the table shows each entry's Applicant (with their company), Email, Country, Submitted date and Status.

Approve or reject an application

1. Open the form's entries and click the applicant's name.
2. Check their company, email and country.
3. Under Your decision, choose the Customer group they should join. Each group shows its price list, for example "Trade · Trade 20%".
4. Tick Tax exempt if the buyer shouldn't pay tax. This sets the Shopify tax exemption on the customer.
5. Click Approve, or Reject to turn them down.

The decision runs the form's Approve/Reject workflow, which you can change on the Workflows tab. See Form workflows. Once decided, the entry shows its status. If you open it again, you see the decision only.

On BigCommerce, approving creates the customer in BigCommerce. See Use SparkLayer Forms on BigCommerce for what to check first.

Approve an application without workflows

On a plan without workflows, review and approve applications by hand:

1. Check the form's Entries tab for new applications. No email tells you about them.
2. To approve someone, create them as a customer in your platform. On Shopify, add the customer at Customers (opens in your Shopify admin in a new tab)Opens in your Shopify adminTakes you straight to Customers to do this now. Opens in a new tab. with the b2b tag plus their group's tag, for example b2b-trade. See Assign customers to a customer group.
3. Let the applicant know yourself, whether you approve them or not.

Shopify Flow can't start from a SparkLayer form submission, so you can't automate these steps with Flow.

Filter entries with views

A view saves which columns the table shows and which filters it applies. You can add as many views as you need, for example an "Awaiting review" view for a registration form.

To create a view, open the form's entries, click New view and choose the columns and filters.

Export entries

1. Open the form's entries.
2. Click Export to download the entries as a CSV file.

Open an entry

Open an entry to see everything about one submission. Click the entry, and you see:

• Every answer, grouped by page
• The internal fields for your team to fill in
• System metadata (see Entry metadata)
• Workflow activity
• Attached files
• The revision history

Files and attachments

Files from file upload fields appear in the entry, with their name, type and size. Click a file to preview or download it. Files stay linked to the entry and follow the same permissions. Deleting the entry deletes its files.

Edit an entry

You can edit an entry after it's submitted, for example to correct a mistake, update account details or continue an internal process.

1. Open the entry.
2. Click Edit.
3. Update the fields you need to change.
4. Add a message explaining why you made the edit. We recommend it, as it's kept with the revision.
5. Save your changes.

When you save:

• Validation runs again
• Conditional logic is re-evaluated
• Related workflows may run, depending on how they're set up
• A new revision is recorded

Some fields can't be edited: read-only fields, system-generated values, calculated or derived fields, and locked workflow outputs. A disabled field is controlled by the form's setup or by a workflow.

Revisions

SparkLayer records every admin edit as a revision. You can see who changed what, restore previous values and follow how workflows updated the entry over time. This helps with onboarding and approval processes, where an entry changes over several steps.

Delete an entry

On the entries table, click Delete on the row.

Check workflow runs

Each entry keeps a history of the workflow runs against it. For each run, you can see when it started, whether it succeeded or failed, how long it took, its logs and each step's output.

You can diagnose most problems this way without a developer. If a workflow fails:

1. Open the failed run.
2. Find the step that failed.
3. Check its input data and error message. The Wholesale Registration Form also shows it in the entry's Error message internal field.
4. Correct the entry or the workflow, then run it again.

Entry metadata

Each entry also stores system information, such as its ID, its form version and when it was submitted.

FAQs