Form Exports lets you download all (or filtered) submitted form PDFs as a password-protected ZIP file. This is a two-step process: you initiate the export from the Forms page, then download the resulting ZIP from the Form Exports page.
Required role: Session Manager or Participant Manager
Navigate to a session and click Forms in the left sidebar to open the Forms page.
In the action menu, click Export Files. The "Export Forms" popup opens.
Security notice: The popup warns that once you export form files, you are responsible for storing and handling them securely.
Approved Forms Only (switch, default: on)
When on, only forms in a final approved state are included. Turn off to include all submitted forms regardless of status.
Export Mode (required, radio selection)
| Mode | Description |
|---|---|
| Individual Files | Each form is a separate PDF file in the ZIP archive |
| Combine by Member | One PDF per member containing all their forms; sorted by last name with bookmarks for each form |
| Combine by Form Type | One PDF per form type containing all members' submissions; sorted by last name with bookmarks |
| Combine All into One File | A single PDF with all forms, sorted by member last name with nested bookmarks for members and forms |
Folder Organization (Individual Files mode only)
| Option | Description |
|---|---|
| Flat (no folders) | All files in the ZIP root |
| Organized by Member | Files grouped in subfolders by member name |
| Organized by Form Type | Files grouped in subfolders by form type |
Large exports: Exports with more than 50 members will automatically be split into multiple ZIP files (shown as "Part 1 of N," "Part 2 of N," etc. on the Form Exports page).
Click Start Export. The export job is queued. You will receive an email notification when it is ready to download.
Click Cancel or close the popup — the export continues running in the background regardless.
Navigate to Form Exports in the left sidebar. The Form Exports page shows all export jobs for this session.
| Column | Description |
|---|---|
| Export Type | The export mode used (Individual Files, Combine by Member, etc.) and part number if split |
| Created On | Date and time the export was started |
| Download Available | Yes/No — whether the ZIP is ready to download |
| Message | Status message or error description |
| Progress | Progress bar showing export completion (animated while processing) |
The grid updates in real time via SignalR — you can leave the page open and the progress bar will advance as the export processes.
Once Download Available shows Yes:
The ZIP file is password-protected. You must retrieve the password before closing the page (see below).
Each export has a one-time-viewable password that protects the downloaded ZIP file.
IMPORTANT: The password can only be viewed once. Once you close the password popup, the password cannot be retrieved again. Copy it and store it securely before closing.
"View Password" is disabled if the export has not completed or does not have a password.
The export hasn't finished processing yet. Wait for the progress bar to reach 100% and Download Available to show Yes. Check your email for a notification that the export is ready.
Once the password popup is closed, the password cannot be retrieved. You will need to start a new export for the same forms.
Make sure you copied the full password without extra spaces. If you're using a password manager that auto-filled something else, try pasting directly from clipboard into the ZIP extraction dialog.
Exports with more than 50 members are automatically split. Download each part separately and use the same password for all parts. The Export Type column shows which part each row corresponds to (e.g., "Combine by Member (Part 1 of 3)").
Q: How do I download all submitted forms as PDFs? A: Go to the session's Forms page and click "Export Files" in the action menu. Choose your export mode (Individual Files, Combine by Member, etc.), click "Start Export," then go to the Form Exports page when you receive the email notification. Download the ZIP and view the one-time password.
Q: Where do I download the forms after starting an export? A: Go to the "Form Exports" page in the left sidebar for the session. When the "Download Available" column shows Yes, select the row and click "Download Forms."
Q: The password popup closed before I could copy the password. What do I do? A: The password cannot be retrieved after closing the popup. Start a new export — on the Forms page, click "Export Files" again with the same settings, and copy the new password before closing.
Q: Can I export only approved forms? A: Yes — the "Approved Forms Only" switch in the Export Forms popup is on by default. Leave it on to exclude forms that haven't been approved yet.
See the Glossary of Terms for definitions of terms used in HealthForms.io.