How to Schedule a Weekly Roundup of Gravity Forms Entries on Your Website

In this blog post, we will show you how to schedule a weekly roundup of your Gravity Forms entries and send them to your email inbox directly from your website. This way, you can stay up-to-date on new form submissions without having to manually check your forms every day.

What you will need:

A WordPress website with Gravity Forms installed and activated
A basic understanding of PHP
Steps to Schedule Weekly Roundup of Gravity Forms Entries

Add the code snippet to your theme’s functions.php file or a custom plugin
The first step is to add the following code snippet to your theme’s functions.php file or a custom plugin. This code snippet will use WordPress’s built-in scheduling system to automatically generate and send a report of your Gravity Forms entries once a week.

// Schedule the weekly report function on WordPress initialization
add_action( ‘init’, ‘schedule_weekly_gf_report’ );

function schedule_weekly_gf_report() {
if ( ! wp_next_scheduled( ‘weekly_gf_report_hook’ ) ) {
wp_schedule_event( time(), ‘weekly’, ‘weekly_gf_report_hook’ );
}
}

// Function to send the weekly report email
add_action( ‘weekly_gf_report_hook’, ‘send_weekly_gf_entries’ );

function send_weekly_gf_entries() {

// 1. Define Form ID and Recipient Email
$form_id = 1; // Replace with your form ID
$recipient_email = ‘[e-mail]’; // Replace with your recipient email
$subject = ‘Weekly Gravity Forms Entries’;

// 2. Calculate Date Range (Last 7 Days)
$end_date = date( ‘Y-m-d H:i:s’ );
$start_date = date( ‘Y-m-d H:i:s’, strtotime( ‘-7 days’ ) );

// 3. Query Entries
$search_criteria = array(
‘date_from’ => $start_date,
‘date_to’ => $end_date,
);
$sorting = array();
$paging = array( ‘page_size’ => 200 ); // Adjust page size if needed

$entries = GFAPI::get_entries( $form_id, $search_criteria, $sorting, $paging );

if ( is_wp_error( $entries ) ) {
error_log( ‘Error retrieving entries: ‘ . $entries->get_error_message() );
return;
}

if ( empty( $entries ) ) {
wp_mail( $recipient_email, $subject, ‘No entries this week.’ );
return;
}

// 4. Format Email Body (Example: Table)
$message = “

”;
$message .= “”;
foreach( GFAPI::get_form( $form_id )[‘fields’] as $field ){
$message .= “”;
}
$message .= “”;

foreach ( $entries as $entry ) {
$message .= “

”;

foreach( GFAPI::get_form( $form_id )[‘fields’] as $field ){

$value = rgar( $entry, $field->id );

$message .= “”;

}

$message .= “”;

}

$message .= “

” . $field->label . “
” . $value . “

”;

// 5. Send Email
$headers = array(‘Content-Type: text/html; charset=UTF-8’);
$mail_sent = wp_mail( $recipient_email, $subject, $message, $headers );

if ( ! $mail_sent ) {
error_log( ‘Error sending email.’ );
}
}

Functionality

Scheduling:

schedule_weekly_gf_report() function is hooked to the init action, which runs when WordPress initializes.
Inside schedule_weekly_gf_report(), it checks if a weekly schedule for weekly_gf_report_hook is already set. If not, it uses wp_schedule_event() to schedule the weekly_gf_report_hook to run every week.
Email Sending:

send_weekly_gf_entries() function is hooked to the weekly_gf_report_hook. This is where the actual email generation and sending logic resides.
Form ID and Recipient:

$form_id and $recipient_email variables are defined at the beginning. Replace these with your actual form ID and the recipient’s email address.
Date Range:

$start_date and $end_date are calculated to represent the last 7 days.
Entry Query:

GFAPI::get_entries() is used to fetch entries from the specified form within the date range.
'status' => 'active' in the $search_criteria is crucial to exclude spam submissions.
Error Handling:

Checks for errors during entry retrieval and logs them using error_log().
If no entries are found, sends a “No entries this week” email.
Email Formatting:

Creates an HTML table to display the entries.
Iterates through form fields to generate table headers.
Iterates through entries to populate table rows with field values.
Email Sending:

Uses wp_mail() to send the formatted email.
Includes basic error handling for email sending.
Key Points and Considerations

Security: If you’re dealing with sensitive data, consider encrypting the email or using a more secure method of data transfer.
Large Datasets: For forms with a large number of entries, you might need to optimize the query or use a different approach, such as exporting to a CSV file.
Customizations: You can customize this code to:
Include additional data in the email (e.g., submission timestamps, user IP addresses).
Format the email differently (e.g., using a different template).
Send the report to multiple recipients.
Add more advanced filtering options (e.g., by entry status, specific fields).
Testing: Test the code thoroughly before deploying it to your production site.
How to Use:

Install Gravity Forms: Make sure you have Gravity Forms installed and activated on your WordPress site.
Add the Code: Place the code snippet in your theme’s functions.php file or create a custom plugin.
Replace Placeholders: Update $form_id and $recipient_email with your actual values.
Test: Trigger the send_weekly_gf_entries() function manually once to test the email delivery and formatting.
This code provides a solid foundation for scheduling weekly Gravity Forms entry reports. You can customize it further to meet your specific needs and reporting requirements.

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