Staff folders

Staff folders keep each person's responses in one place, like a personnel file. When someone sends any of a company's forms, Formhub puts the response in that person's folder, with its PDF and uploaded files.

Turn on staff folders for a form

1. Open the form's Form settings.
2. Under Staff folders, tick File this form's responses in staff folders.
3. Press Save settings. Responses the form already has are filed too.

Formhub picks the name and date of birth questions from their labels. To check them, open Questions used (picked automatically) and only change one if it's wrong.

How Formhub matches people

• Responses go in the same folder when the First name, Surname and Date of birth match. Capitals and spaces don't matter.
• On a form without a date of birth, the phone number or email is used instead. Either one matching an earlier response with the same name is enough.
• Tick Middle name to also keep apart people whose middle names differ. This applies to all of the company's forms, so each of its staff folder forms must ask for a middle name.

Open the folders

On your Dashboard, press Staff folders on the company's card. The folders look like folders on a computer, listed by surname. Use Search staff to find someone by name or date of birth, and Details or Large icons to change the view.

Inside a person's folder there's a folder for each response, named after the form, the response number and the date. It holds the response PDF and the files uploaded with it.

Download a folder

• Download folder (.zip) downloads everything in a person's folder.
• Inside one response's folder, Download (.zip) downloads just that response.

Fix a wrong folder

• Move to another folder: open the response's folder, choose a person under Move to… and press Move. Use it when a name or date of birth was typed wrong.
• Same person in another folder?: at the bottom of a person's folder, choose the other folder under Merge into… and press Merge folders.
• Not in a folder: responses Formhub couldn't file, for example when a name was left empty or there was no date of birth, phone or email. Choose a folder for each one and press File.

Good to know

• Folders belong to one company. Two companies never share folders.
• A folder disappears by itself once it's empty.
• Each response also stays on its form's Responses page. See Read, search and filter responses.