Editing Entries in Gravity Forms: The Ultimate Guide

"Editing Entries in Gravity Forms". The Gravity Forms logo next to an icon representing editing

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All the different ways to edit Gravity Forms entries. Edit entries inline, restore prior versions and modify entries on the front end.

Estimated reading time: 20 minutes

Gravity Forms is the most trusted and robust form plugin for WordPress. Thousands of businesses and millions of websites use Gravity Forms to collect and process important information. 

But how do you edit that information after you’ve captured it?

That’s what we’re going to cover in this article.

You can edit form entries inside the WordPress Dashboard using Gravity Forms itself (the slow way) or you can use the Inline Edit plugin to speed up the process. And if you want to track changes made to form entries and restore prior versions, you can do that with the Entry Revisions add-on.

We’ll also look at how to edit Gravity Forms entries on the frontend using GravityView and finally, we’ll show you how to restrict editing to certain user roles.

Are you ready? Let’s go!

Advantages of Editing Gravity Forms Entries

Having the ability to edit Gravity Forms entries allows you to fix errors and keep your form data consistent.

Depending on your business, you may need to edit Gravity Forms entries for different reasons. For example, if you use Gravity Forms to collect product orders, you may need to mark the order as complete once it’s been shipped.

And if you use Gravity Forms to track issues for your software platform, then you may need to update the status on certain issues.

When administrators and users edit entries, Gravity Forms becomes a full application, not just a form plugin. The data becomes dynamic.

Businesses often spend hours every week updating entries in Gravity Forms. It’s a boring (but important) task. 

Without entry editing, user-submitted data is final—the end! When administrators and users edit entries, Gravity Forms becomes a full application, not just a form plugin. The data becomes dynamic.

Editing Entries in Gravity Forms

Gravity Forms gives you the ability to edit existing entries from the backend of your website.

First, log into your site, hover over Forms in the left-hand menu, and click on Forms. Now hover over the form you want to edit and click on Entries.

The "Entries" link underneath a form on the Gravity Forms Forms page

You should now see a list of entries for that form. Scroll down to find the entry you want to edit or search for it using the search bar at the top.

Hover over the entry and click Edit. Once you’re finished updating the entry, save your changes by clicking the Update button.

An arrow pointing to the update button on the edit entry page in Gravity Forms

If you’d like to send out notifications of your changes, you can do so by checking the box next to Admin Notification and then inputting a list of email addresses that you want to notify.

The Admin Notifications meta box on the edit entry page in Gravity Forms

If you want to add notes to the entry, scroll down to the Notes meta box at the button, type your note and click Add Note.

When to Use Gravity Forms’ Built-in Editing

If you only need to edit a couple of entries every now and then, Gravity Forms’ built-in editing is good enough.

When Not to Use Gravity Forms’ Built-in Editing

Gravity Forms’ built-in editing is slow, inefficient, and limited to administrators only. On top of that, when changing a field’s value, there’s no validation so any input will be valid.

In the next section, we’ll show you a much faster and more efficient way to edit entries in Gravity Forms.

Edit Gravity Forms Entries Inline

The best and easiest way to edit existing entries in Gravity Forms is by using the Inline Edit plugin by GravityView.

If you need to edit entries en masse, this is by far the quickest way to do it. Using Inline Edit, you can update entries without having to open the full edit form.

Start by purchasing the plugin and uploading it to your WordPress website. Once it’s activated, you’ll need to enable Inline Editing on your form in Gravity Forms. 

Enabling Inline Edit

Navigate to the Forms page, hover over your form, hover over Settings, and then clicking Form Settings.

The the cursor hovering over the Form Settings link that appears when hovering over the Settings link

Next, scroll down to the bottom where it says “Legacy Settings” and check the box that says “Enable Inline Edit”.

The "Enable Inline Edit" checkbox

When you’re done, don’t forget to click the Save Settings button at the bottom.

Now that inline editing is enabled, click on the Entries tab and click on the button that says “Toggle Inline Edit” (it may also say “Enable Inline Edit”).

You can now start editing entry fields inline, without having to click Edit on each entry individually. All you need to do is click on the field value to change its value.

The Inline Edit box allowing you to change the value of a field for a specific entry in Gravity Forms

Bulk Editing in Column Mode

Inline Edit also allows you to bulk edit entries using Column Mode.

To use column mode, all you need to do is click on the column header. This will display the edit box for every entry.

This can save you precious time if you need to edit a lot of entries.

Supported Field Types

Inline Edit works with the vast majority of Gravity Forms field types. 

Fields that are not supported include Product fields, File Upload field, Post fields, and Entry metadata.

Track Entry Revisions in Gravity Forms and Restore Prior Versions

So now you know how to edit Gravity Forms entries, but what about tracking revisions and restoring prior values?

This is possible using the Entry Revisions plugin by GravityView. This plugin keeps track of all the changes made to an entry and allows you to restore prior versions with the click of a button.

After installing and activating Entry Revisions, navigate to your form in Gravity Forms and click Entries. Next, hover over an entry and click View. Scroll down, you’ll now see the Entry Revisions meta box displaying a list of all the revisions made to that edit.

The Entry Revisions meta box displaying a list of all the revisions made to that edit.

To see what changes were made, click on the link. You now see a list of all the previous values on the left and the updated values on the right.

To restore a prior value, check the box next to the field value and click Restore This Value.

Email Notifications for Entry Updates

Entry Revisions also gives you the ability to send email notifications containing a list of all the revisions made to an entry. This is helpful if you have multiple users editing entries.

To create a new email notification, hover over your form, hover over Settings, and click on Notifications. Next, click on Add New in the top right corner to add a new notification.

The Notifications link underneath the form Settings

Under Event, choose the option that says “Entry is updated, revision is saved”. Fill in the Name, Send To Email, and Subject fields accordingly.

In the Message box, you can use Entry Revisions merge tags to display a list of all the changes made to the entry. For example, for a side-by-side comparison of the updated entry values and the previous values, you can use the {entry_revision_diff} merge tag.

Displaying Entry Revisions on the Front end

Did you know that you can also display entry revisions on the front end of your website? All you need is the GravityView plugin for Gravity Forms.

GravityView is a powerful plugin that allows you to display Gravity Forms data on your website in a variety of ways.

To display entry revisions on the frontend, create a new View and add a Custom Content field. Then, inside the Custom Content box, add an Entry Revisions merge tag. For example, adding the {entry_revision_list} merge tag will display a list of updates over time for each entry.

The 'entry revision list" merge tag inside a GravityView Custom Content field.

Entry revisions will now show up inside your View on the frontend.

Editing Gravity Forms Entries on the Frontend

GravityView also gives you the ability to edit entries from the front end.

First, you’ll need to purchase the GravityView plugin and install it on your WordPress website. After it’s activated, you’ll be able to create new Views. Views are how you display Gravity Forms entries on your website

When creating a View, you’ll see three tabs at the top, corresponding to the three pages that make up a View. These are the Multiple Entries Layout, the Single Entry Layout, and the Edit Entry Layout.

To learn more about displaying Gravity Forms Entries using GravityView, read Displaying Gravity Forms Entries: the Ultimate Guide

Configuring the Edit Entry Page

After configuring the Multiple Entries layout, you can start adding fields to the Edit Entry layout. Adding fields to the Edit Entry layout will make them editable from the front end.

The three tabs at the top of the View edit screen with the "Edit Entry Layout" tab highlighted in red

To add fields to the Edit Entry layout, click on the button that says Add Field.

The Add Field button on the Edit Entry Layout screen

This will bring up a list of all your form fields. Simply click on the ones you want to add. When you’re done, update your View.

If you would like all form fields to be editable from the front end, simply leave the configuration blank!

You can also limit the editing capabilities for individual fields by clicking on the gear icon and selecting an option from the Make Field Editable To dropdown menu.

The "Make Field Editable To" dropdown menu showing three options - Entry Creator, Administrator and Can Edit Gravity Forms Entries

Allowing Users to Edit Their Own Entries

If you want to allow users to edit their own entries, follow the steps below.

First, edit your View and scroll down to the Settings meta box. Now click on the Edit Entry tab and check the box that says “Allow User Edit”.

The "Allow User Edit" checkbox in the "Edit Entry" Settings tab

To reapprove entries after they’ve been edited, make sure to check the box that says “Unapprove Entries After Edit”.

Note that site administrators have the ability to edit all Gravity Forms entries, and when they do, the approval status will not reset.

Allowing Users to Edit Their Own Profiles

Using Gravity View and Gravity Forms, you can create all kinds of powerful applications, including membership websites.

If you’re using the Gravity Forms User Registration Add-On to register new users on your website, you can use GravityView to allow them to edit their profile from the front end.

There are two ways to do this. Either you can create an “Edit Profile” link using the [gv_entry_link] shortcode or you can create a custom View that shows the profile of the currently logged-in user, with a link to edit the entry.

Creating an “Edit Profile” Link

First, hover over Views in the left-hand menu and click on New View. Select the List layout as your View Type.

Next, add a Custom Content field and inside the editor add the following shortcode:

[gv_entry_link action="edit"] Edit Your Profile [/gv_entry_link]

The [gv_entry_link] shortcode generates links to an entry. By adding action="edit", the link will send the user off to edit the entry they created in Gravity Forms.

The "gv entry link" shortcode inside a GravityView Custom Content field

When you’re done, save your View.

The next step is to make sure that each user can only see the entry that they created. For this, we’ll need the GravityView Advanced Filtering extension.

This plugin allows you to filter and sort Views in a variety of ways. Once the extension is activated, edit your View and scroll down to the View Settings. Click on the tab that says “Filter and Sort”.

Next, under Advanced Filter, click on Add Condition to display entries based on conditional logic.

The "Add Condition" button inside the "Filter and Sort" settings tab

Add the following filter condition to your View. 

A filter condition that says "Created By" - "is" - "Currently Logged-in User"

The final step is to embed your View on a page or inside a widget using the shortcode. You can find the embed shortcode above the Update button.

The GravityView shortcode for embedding Views

Place the shortcode wherever you want the “Edit Your Profile” link to appear.

Showing the Profile of the Current Logged-In User

Another way to allow users to edit their profiles is by creating a new View with an Edit Entry page and filtering it so that it’s only visible to the currently logged-in user. This method also required the Advanced Filtering extension.

Start by creating a new View, choose “List” as the View Type, and add the entry fields to the Multiple Entries page. Next, include a link in the Multiple Entries page to the Edit Entry page.

Now, add fields to the Edit Entry page. Remember, only add the fields that you want users to be able to edit.

When you’re done, scroll down to the View Settings and set up the filtering options the same way as above.

You now have a View that only displays the profile of the currently logged-in user, with a link to edit their entry. You can now embed this View on a post or page.

A user profile on the front end with an "Edit Entry" link in the bottom left corner

When the user clicks on the Edit Entry link, they’ll be able to change their profile details from the front end.

The Edit Entry layout on the front end, allowing users to edit submission fields

If you’re using Gravity Forms to register users on your website, you can use GravityView to display profiles on the front end and allow users to edit their entries.

But what if you want to restrict editing to users with certain roles? Well, keep reading because that’s what we’re going to cover in the next section.

Bulk Editing Entries Using Import Entries

In Addition to importing entries, the Import Entries plugin by GravityView also allows you to edit existing entries in Gravity Forms.

The Import Entries plugin allows you to import a CSV file into Gravity Forms containing entry data. To bulk update existing entries, your CSV should contain an entry ID column that maps to existing entries on your website.

After dropping your CSV file into the importer and mapping your fields, you’ll see a notice informing you that you are about to update existing form entries.

A warning message that says "One of the columns in your CSV file maps to an Entry ID field. This will update values for existing entries that share the same Entry ID. Click Cancel to create new entries during import."

It’s important to note that clicking Continue will replace your current entries with the new, updated versions and this cannot be undone!

To learn more about importing entries into Gravity Forms read Importing Entries to Gravity Forms: The Ultimate Guide

Restricting the Ability to Edit Entries

Do you want to restrict the ability to edit entries based on user role? Here’s how to do it.

Restricting Editing to Specific User Roles

If you want to restrict the edit entry capability for certain user roles, you can do this using the free Members plugin by Memberpress.

First, hover over Plugins and click on Add New. Search for “Members” and scroll down until you find the “Members – Membership & User Role Editor Plugin”. Install and activate the plugin.

The "Members - Membership & User Role Editor" Plugin preview showing 200,000 active installations and a 5-star rating with 647 reviews

After activating Members, you’ll see a new menu item called Members. Hover over it and click on Roles

Now hover over a role, click Edit, and then click on the tab that says Gravity Forms. Next, scroll down until you see the “Edit Entries” capability and check the box that says “Deny”.

The Edit Entries capability

Allowing a User to Edit All Entries

If you want to create a “Super User” role that has the ability to edit and delete all Gravity Forms entries, you can do this by modifying user permissions using the Members plugin.

First, hover over Members, click Add New Role and give the new role a name.

Under General, ensure that you grant the Read capability. Next, click on the Gravity Forms tab and grant the following capabilities:

  • View Entries
  • Edit Entries
  • Delete Entries

Anyone with this new user role will be able to view, edit and delete any Gravity Forms entry. To update an existing user’s role, go to the Users page, edit the user you want to change, and select the new role from the User Roles checkbox menu.

The User Roles select box, with the GF Super User box checked

Using Inline Edit Inside a View

The Inline Edit plugin for Gravity Forms integrates with GravityView to allow you to edit entries inline on the front end of your site.

First, you need to enable the inline edit feature on your View. You can do this by editing your View, scrolling down to the Settings meta box, and checking the box that says “Enable Inline Edit”.

The "Enable Inline Edit" checkbox in the View Settings meta box

Now, update your View and open it on the front end. You should see a button in the top left that says “Enable Inline Edit”. Click this to start editing fields in your View.

Clicking "Enable Inline Edit", then clicking on "Software Engineer" and changing it to "Athlete"

Now you know how to edit Gravity Forms entries inside a View on the frontend, let’s have a look at how to edit Gravity Forms entries that appear on a calendar.

Editing Events on a Calendar

Using the Gravity Forms Calendar plugin by GravityView, you can display Gravity Forms entries on a calendar. In this section, we’re going to show you how to edit your calendar events from the front end.

After installing and configuring the Gravity Forms Calendar plugin, create a new calendar feed.

Next, scroll down to Calendar Settings and check the box that says “Enable Event Editing”.

Your calendar events will now be editable from the front end. Here’s how you can update the date and time of events on your calendar.

Changing the Date of an Event

To change the date of an event on the front end of your calendar, make sure you select either the Month or Week layout. After opening your calendar, you’ll be able to drag and drop events to change their start and end dates.

Editing events on the front end is fast and responsive.

Dragging and dropping calendar events  on the front end to change the date

Changing the Time of an Event

If you want the ability to edit event times on the front end of your calendar, you need to select the Agenda layout. You can now drag and drop events into different time slots.

Edit Gravity Forms Entries: Final Thoughts

In this guide, we covered all of the ways to edit your entries in Gravity Forms.

The Inline Edit plugin by GravityView allows you to edit Gravity Forms entries 340% faster. It also includes a powerful “Column Mode” for bulk editing entries.

Using GravityView you can display Gravity Forms entries on the frontend and allow users to edit their own entries/profiles. GravityView also integrates with Inline Edit to make frontend editing fast and efficient.

You can also use Import Entries to bulk update entries by including an Entry ID column in your CSV file that maps to existing entries in Gravity Forms.

Need to keep track of all changes made to an entry and restore prior versions? Use the Entry Revisions plugin by GravityView. And for more power and control over who can edit your form data, use the Members plugin to adjust role capabilities.

Finally, we showed you how to edit the date and time of events on the front end using Gravity Forms Calendar.