A Table data block shows your form submissions in a clean, spreadsheet-like view inside your app or portal. You can search, sort, and filter records, add and edit them right in the table, load more as your data grows, and calculate totals. It works for requests, orders, leads, tasks, or any database you've built with a form.
What you'll have at the end
A searchable, sortable, filterable table of your form's records that you can edit in place, showing only the controls you choose.
When to use this
You track requests, orders, leads, or tasks in a form and want one place to review them
You want to fix a typo or update a value without opening every record
You're building a portal page where each logged-in user sees only their own submissions
You need a quick total or average, like the average rating on a feedback form
You want several tables for the same form, each showing a different slice, such as "New requests" and "Done"
Before you start
Make sure you already have a Form collecting data (or create one first).
💡 If you're adding this table inside a Portal, decide what portal users should see. By default, a new data block can show all submissions to everyone who can access that page, so access rules matter.
🔗 Learn more: How to create a portal and manage users' access
Add a table data block
Adding the block takes three steps. Everything after this section is about using and customizing the table once it's on your page.
Open the page where you want to show the table: Open your project (or portal) and go to the target page. Then turn on Edit mode. You're now ready to add blocks to the page.
Add the Table data block: On the page, type
/table, or click the + button and select Table. The Table block is now added to your page.Connect the table to a form: After inserting the Table block, choose the base form, which is the form whose submissions you want to display. You can search for the form by its title or ID. Your table loads the form's records right away.
Meet your table
Once the table is connected, you'll see the controls below. Each header control can be turned on or off for a single table, as explained under Table display in the "Customize your table" section.
Table title and record count: The title sits on the left, followed by a button that shows how many records match, for example 29 records. The count updates when you search or filter.
Refresh: Click the record count button to reload the latest submissions.
Search: The magnifier icon next to the count.
Sort, Filter, Edit form, and Options: Buttons on the right side of the header.
+ Add: Adds a new record.
Column headers: Each shows an icon for its field type, so you can tell a text field from a rating or a multiple choice at a glance.
Row controls: A checkbox at the start of each row. Hover a row to see Open record (opens the record in a side panel) and Open in full page (opens the full record page).
Footer: A Calculate option under each column, and a line such as Showing 25 of 29 with a Load more records button.
Values are displayed to match the field type: ratings show as stars, multiple choice shows colored pills, yes/no shows Yes or No, and table or matrix answers show a Show Answer link.
Search, refresh, and record count
Use these three controls to find what you need and make sure you're looking at the latest data.
Search: Click the magnifier icon and type. The table shows records where any searchable content contains your text.
Refresh: Click the records button to pull the latest submissions. This is useful when new submissions arrive while the page is open.
Record count: The number on the button shows how many records match your current search and filters.
Sort your records
Click Sort in the table header. A pop-up lists the fields you can sort by, including your form's fields and system fields such as Created at and Updated at. Pick a field and choose ascending or descending order.
💡 Want to see only the submissions that matter right now, like this week's or a specific status? How to sort and filter your submissions data covers sorting and filtering any data block view.
Sorting you set from the header is temporary. To keep a sort with the block, see the "Temporary vs saved sorting and filters" section below.
Filter your records
Click Filter in the table header and pick a field to filter by. The list includes your form's fields plus system fields such as Ending Page, Submit Time, Created At, Last updated at, Created By, and Updated By. Choose an operator and a value, and the table shows only the matching records. Add more than one condition to narrow the list further, and remove any condition at any time to bring the full list back.
Each field type has its own operators. You'll find the full list, grouped by field type, in How to sort and filter your submissions data.
Add a record
Click + Add at the top right of the table to add a new record. If Bottom new row button is turned on, you'll also see a + New response button below the table.
Load more records
The table loads records in batches of 25. The footer shows how many are loaded, for example Showing 25 of 29. Click Load more records to load the next batch.
Edit records directly in the table
You don't have to open a record to change it. Double-click a cell, type the new value, and press Enter to save. Press Esc to cancel and keep the old value.
Fix a typo in a name
Update an email or phone number
Change a number or a date
Flip a yes/no answer
A few things to know:
Some field types open a small editor window instead of editing in the cell. File upload, signature, and product cells work this way.
Some fields can't be edited in the table. Formula variables, AI fields, and verification fields are read-only, and so is any field set as non-editable in the form.
Editing a cell changes the record itself, so the new value shows up everywhere that record appears, including your form's responses.
In a portal, users can edit their own records only if you turn on Allow users to edit user data under Manage access in the "Customize your table" section.
Open, edit, and delete a record
Open a record when you want to review the full submission, change several fields at once, or delete it.
Hover the row and click Open record to open it in a side panel, or Open in full page to open it in a large window with the full form and its logic.
Change any field, then click Save. Click Reset all changes to undo edits you haven't saved.
To delete the record, click Delete Row in the same panel.
To delete several records at once, select their checkboxes. A selection bar shows how many are selected, with options to clear the selection or delete them. Formaloo asks you to confirm before deleting.
The side panel also shows the assignee, the submission date and time under Other Data, and any Generated PDFs for the record.
💡 Deleting a record removes it from your form's responses, not just from this table.
Calculate totals in the table footer
Under each column, hover the footer cell and click Calculate to choose a calculation.
Count, Filled, Empty, and Percent filled are available for data columns.
Sum, Average, Min, and Max are also available for number and rating columns.
System columns, such as Created At and Generated PDFs, don't have a Calculate option.
For example, choose Average under a satisfaction rating column to see your average score, or Filled under a Suggestions column to count how many people left a comment.
💡 Calculations cover the records currently loaded in the table, and they reset when you refresh the page. If your table has more than 25 records, click Load more records before you rely on a total.
Customize your table
Turn on Edit mode, hover the table, and click Options to open General Settings. Each setting below has its own section in the panel.
Data source
Change which form the table shows. Under Data Source, pick the form from the dropdown.
Block type
Block Type lets you switch the same data source between Form, Table, Kanban, Chart, Gallery, and Analyst Agent.
💡 Idea: Switch views if Table isn't the best format. For a visual, drag-and-drop pipeline, try a Kanban board. Learn more: How to create a Kanban board
Table display
Table display controls which header elements appear. It has nine toggles, all on by default. Each toggle applies to this one table block, so two tables on the same page can look completely different. Nothing changes in your data or your form.
Toggle | What it shows |
Table title | The block's title above the table |
Matching responses | The count of form submissions matching the current filters |
Refresh | A manual refresh button that pulls the latest form submissions |
Sort | The sorting control |
Filter | The filtering control |
Edit form | A shortcut that opens the connected form in the form editor |
Search | The search box |
Above new row button | The button for adding a form submission, placed above the table |
Bottom new row button | The button for adding a form submission, placed at the bottom of the table |
Turn things off when:
The title is already written in a text block above the table
You want a compact, read-only table for a summary page and a full-control table for your ops page
The table needs only a couple of the header options and the rest are just noise
The table has a handful of rows, so search, sorting, and filters aren't doing much
Columns
Under Columns, choose which fields appear in the table. This keeps the view focused on what matters. In Edit mode, you can also click Add column at the end of the header row. If you add a field to your form later, open Columns to check that it's shown.
Choice colors
Under Choice Colors, set the color of each option in your choice fields so statuses and categories are easy to spot. Learn more: How to customize choice fields' label colors in Tables, Kanban boards, and Galleries
Filter and sort saved with the block
Under Filter and Sort, set conditions that stay with this block. See the "Temporary vs saved sorting and filters" section below.
Import and export
Under Import & Export, you can transfer data in and out of your table. To export, choose Export Filtered Responses or Export All Responses, then download the file when it's ready. Learn more: How to export your form responses (Responses table data) to Excel
Record editing
Record editing controls how people open records to edit them. It has two toggles:
Edit row sidebar: When on, records open in a side panel next to the table. When off, the side panel isn't available.
Full-page edit row: When on, records open in a large window with the full form, including its logic. When off, this option isn't available.
For example, turn the side panel off on a portal page where you want people to edit records only in the full form.
Manage access
If the table is on a portal page and you want users to see only their own submissions, set this up in Manage Access.
💡 Want each logged-in user to see only their own submissions, not everyone else's? This is the foundational guide to the "view only their data" access restriction. How to let users view and edit their own data in your portal
What you now have
You have a table data block connected to your form, with search, sort, and filter at the top, records you can edit in place or open in a panel, and totals in the footer. You also know how to control what the header shows, who can see which records, and how to save a view with the block. Add more tables for the same form whenever you need another view.
What's next
Give the same data a pipeline view
When records move through stages, a Kanban board shows them as cards you can drag between columns.
Give wide tables more room
If your table needs horizontal scrolling, set the page to a wider layout so the block uses more of the screen.
Let users manage their own records
Once your table is on a portal page, let each logged-in user view and edit only their own submissions.
Ready-to-use templates
Don't build this from scratch. We've already put it together for you.
Employee request workflow: Internal request management for HR and ops teams, with requests routed by type and approvals tracked. A table data block is how your team reviews and updates those requests in one place.
Job applicant tracking workflow: Track applicants across hiring stages with status updates and reviewer assignments. A table lets you sort by stage, filter by role, and update a status right in the cell.
AI lead qualification & scoring form: Collect demo requests and score leads with AI. A table with a score column and footer calculations gives you a quick read on your pipeline.
Learn more how-tos
Sort and filter with the full list of operators
See every filter operator for each field type, plus how saved and temporary views differ.
Export your table data
Download all your responses, or only the ones that match your filters, as a spreadsheet.
Make statuses easy to spot
Color your choice field options so categories and statuses stand out in the table.