# Saving & retrieving responses ### **Formsort answer storage** All answers, including partial ones, are automatically saved and accessible from the **Responses** tab in the Formsort dashboard. Once a responder starts filling out a form, their answers are saved by default, even if they don’t finish the form (moving it to a finalized state). Answers **cannot be deleted** from this table but can be **archived** to remove them from the active response view.

*** ### **Returning responders and response storage** The responses table shows the latest answer set for a specific `responder_uuid`. As a result, answers are saved and displayed depending on your flow settings. You can control whether returning responders' answers overwrite previous responses, create new responses, or are blocked from submitting again. * **Replace previous responses with new answers** * Enable **"Restart once flow completed"** and disable **"Start each session as a new responder."** * Each time a responder returns, their new answers overwrite the previous response. * **Save each new session as a separate response** * Enable both **"Restart once flow completed"** and **"Start each session as a new responder."** * A new `responder_uuid` is assigned for each session, storing submissions separately without overwriting previous responses. * **Prevent responders from submitting again** * Disable both **"Restart once flow completed"** and **"Start each session as a new responder."** * Once a responder completes the form, their response remains stored, and they cannot submit another. These settings determine how responses appear in your responses table and how new or returning responders’ data is recorded.
*** ### **Downloading responses and file uploads** You can export **responses** from Formsort as a **CSV**, which support batch downloads with a limit of up to 100 responses per export.

**CSV exports for file uploads** The response CSV will show the **filename only** for any image or file upload fields. It does **not** include a download link or storage path. {% hint style="info" %} Filenames in the CSV are provided for reference and matching. Use the **Responses** UI to access the actual files. {% endhint %} **Downloading the actual files** To view or download uploaded images/files, use the **Responses** tab in the Formsort Studio. Each response that contains an upload will display a **link** in the UI that lets you open (for supported formats) or download the file. *** ### Downloading responses as a PDF You can download an individual response set as a PDF directly from the **Responses** tab. To do this, select a response and expand its details panel, then click **Download PDF** in the top-right corner.

PDF downloads are generated per response and do not support batching. Each PDF contains the full set of answers for that specific response. *** ### **Archiving answers** If an answer is no longer needed in the active view, it can be **archived.** Archiving removes answers from the default table view while keeping them stored securely.

*** ### **Email notifications for form answers** You can receive email notifications when new responses are submitted. Choose from two options: * **Every response** – Receive an email immediately when a form is completed. * **Daily summary** – Get a single email at 5 PM UTC with a summary of all responses from the day. Email notifications help you stay updated on new submissions without manually checking the **Responses** table.

{% hint style="info" %} * Notifications are sent to **Formsort users**, not form responders. These emails are intended for your internal team. * Each notification includes a link to view the response in the Formsort dashboard (a Formsort account is required). * Notifications are only available for responses stored in Formsort. If data storage is disabled, notifications will not be sent. {% endhint %} *** ### **Managing answer access with user groups and access policies** Formsort allows you to control **who** can access answer data using [**user groups**](https://docs.formsort.com/workspace-management/accounts/roles-and-permissions#user-groups) and [**access policies**](https://docs.formsort.com/workspace-management/accounts/roles-and-permissions#access-policies). *** ### **Data security and retention** All stored responses are **encrypted and comply with HIPAA standards**. Formsort does not delete responses, but users can manage response access and visibility through archiving. {% hint style="info" %} Enterprise users can disable response storage - Formsort will not store your form responses on the platform. Instead, responses are held in a secure, encrypted S3 bucket for 21 days only, after which they are permanently deleted. Use external integrations to manage your long-term data storage. {% endhint %}