How to Filter, Search, and Track Submissions by Form and Status

When your site is new, scrolling through submissions is perfectly fine. But once several forms are collecting entries every day, that single list becomes a haystack. You rarely want every submission — you want this form’s entries, or only the ones still waiting for review, or one specific person’s response.

Koala Forms gives you the tools to cut straight to what matters: filter form submissions by form, search inside entries, and track each one by its workflow status. This guide shows you how to turn a growing archive into an organized, accountable work queue.

Why filtering matters

A single Submissions screen holds entries from every form on your site. Filtering lets you answer specific questions instantly:

“Show me only job applications.”
“Which contact requests are still under review?”
“Find the RSVP from this particular person.”

Without filtering, you’d scroll and squint. With it, you go from hundreds of entries to the handful you actually need — which is the difference between dreading your submissions screen and using it as a daily tool.

Step 1: Filter submissions by form

Go to Koala Forms → Submissions. Use the form filter to narrow the list down to a single form — for example, only your “Quote Request” entries.

This is the fastest way to isolate one form’s data when you’re reviewing results, following up on a campaign, or preparing to export a specific form’s responses.

Step 2: Search within submissions

Need a specific entry — a person’s name, an email address, a reference in their message? Use the search to look inside submission content and narrow the list to matching entries. Combine it with the form filter to search within just one form’s submissions, so you’re not sifting through unrelated matches from other forms.

Step 3: Track entries by stage

Every submission carries a stage that reflects where it is in your workflow — Submitted, Under Review, Approved, or Rejected by default. This is what elevates Koala Forms above a passive list: you can process entries the way you’d work through support tickets.

A typical workflow looks like this:

A new entry arrives as Submitted.
You open it, review the details, and move it to Under Review.
When you’ve decided, you set it to Approved or Rejected — and add a note explaining why.

Because every stage change is recorded with the user, timestamp, and note, you always have a clear history of how each entry was handled. Nothing gets lost, and no one has to guess what happened to a given submission.

Step 4: Combine filters to build a work queue

The real power comes from combining these tools. A few practical examples:

“New job applications to review” → filter to the Job Application form and focus on Submitted entries.
“Approved quotes to follow up” → filter to the Quote Request form and look at Approved entries.
“Find one person’s submission” → filter to the relevant form, then search their name or email.

This lets each team member open Koala Forms and immediately see only the entries they’re responsible for, instead of wading through everyone else’s.

Step 5: Clean up as you go

Filtering also makes housekeeping safer and faster. Filter to a specific form, select the entries you’ve finished with, and use bulk actions to trash or permanently delete them — without touching submissions from your other forms. You can also empty the trash for just the form you’re currently viewing, so cleanup never risks the wrong data.

Tips for staying on top of submissions

Assign owners by form. If different people handle different forms, filtering by form gives each of them a clean, focused queue.
Keep stages honest. Move entries out of Submitted the moment you touch them, so that view always means “not yet handled.”
Note your decisions. A one-line note on approval or rejection saves confusion weeks later.
Filter before you bulk-delete. Always confirm the filter is set to the right form before clearing entries.

Frequently asked questions

How do I filter form submissions in Koala Forms?
On the Koala Forms → Submissions screen, use the form filter to show only one form’s entries, and combine it with search to find specific submissions.

Can I search the content of submissions?
Yes. The search looks inside submission content, so you can find an entry by a name, email, or phrase a visitor entered.

How do I track the status of a submission?
Each submission has a stage — Submitted, Under Review, Approved, or Rejected. Change it from the submission’s detail page and add a note; every change is logged with a timestamp.

Can different team members manage different forms?
Yes. By filtering to a specific form, each person can work only the entries for the forms they own, without seeing unrelated submissions.

Can I bulk-delete submissions for just one form?
Yes. Filter to the form first, then select entries and use bulk actions. You can also empty the trash for only the form you’re viewing.

Key takeaways

Filter form submissions by form, search their content, and track them by stage to find exactly what you need.
Combine filters and stages to build focused work queues for each form or team member.
Every stage change is logged with a note and timestamp for a complete audit trail.
Filter before bulk-deleting so cleanup never touches the wrong form’s data.

You’ve now covered the full lifecycle — building, embedding, collecting, and managing forms. Next, we move into more advanced territory: breaking long forms into friendly, multi-step experiences that more visitors actually finish.