Using unions in Multiple Forms

A union in Multiple Forms shows the entries of several Gravity Forms forms in one View. Use it for forms that collect the same kind of information, such as in-person and online registrations for the same conference.

Watch the video #

Joins and unions compared #

A join matches entries from different forms on a shared value, such as an email address or an ID, and shows them side by side in one row. Use a join when the forms hold information about the same person or thing, like a member profile form and a renewal form.

A union stacks the entries of several forms in one list, with one row per entry, and needs no shared field.

Getting started with Multiple Forms covers joins, and the Joins vs unions page compares the two with animations.

1. Choose your primary form #

The primary form is the form you choose in the Data Source box. Its fields are the View’s columns, and the field lists in the View editor offer only its fields. Each form you add fills those columns through the field mapping in step 4, so pick the form whose fields fit the combined list best.

1. Go to GravityKit, then New View, and type a name for the View.
2. In the Data Source box, choose the primary form.
3. Under Choose a View Type, click Select on a View type.

To add a union to a View you already have, open the View and go to step 2.

2. Add a union #

1. In the Data Source box, click + Add Merge Condition. The Merge Source box opens with Join selected.

2. Under How do you want to merge?, click Union.

3. Select a form to union with #

1. Click Select a form to union with.
2. Click the form whose entries you want to add. The list shows each form’s ID, and its search box finds a form by name.

4. Map the fields #

The mapping table lists the primary form’s fields under Source Fields, followed by Entry ID and User ID. Under Field Mapping, you choose the field of the added form that fills each one. Fields with the same label are mapped for you.

To map a field yourself:

1. Under Field Mapping, click the box next to the source field.
2. Click the added form’s field. In a long list, type part of its name in the search box to narrow the list, then click the field. Form fields are listed under Field Data, and Entry ID and User ID under Non-Field Data.

• Map at least one field from each added form. A form with no field mapped is left out of the View, and none of its entries show. The View editor saves it without a warning.
• A source field you leave unmapped is empty in the added form’s rows.
• A field can be mapped to a field of another type, and its display settings may then not apply to the added form’s rows. In the example, Make Phone Number Clickable links the in-person phone numbers only, because the online form keeps its numbers in a Single Line Text field.
• To remove a mapping, click the x next to it.

5. Add more forms (optional) #

1. Click Add Union below the union blocks.
2. Repeat steps 3 and 4 in the new block.

Each union has a block of its own, and adding one folds the others. Click the arrow at the left of a block to open or fold its field mapping.

6. Save and view the results #

Click Publish, or Update if the View was saved before, and open the View on your site.

New Views show only approved entries, and the added forms’ entries need approval too. Approve them, or turn off Show only approved entries on the View Settings tab.

How unions behave on the front end #

• The Search Bar also searches the added forms’ entries through the mapped fields, so one search field covers every form in the union.
• Sorting by a column or by the Sort by field setting orders all rows together, whichever form they come from.
• The Single Entry page works for every row. It shows an added form’s entry under the primary form’s field labels.

How an added form’s entry is edited depends on the Edit Entry Layout tab:

• Tab empty: the edit page shows the added form’s own fields.
• Fields on the tab: each one edits the added form’s field that your mapping pairs with it, under the primary form’s label. A field with no mapping for that form doesn’t show on its edit page.

Known limitations of Multiple Forms lists what else works differently on a View that combines forms.

Limitations #

• Advanced Filtering conditions offer only the primary form’s fields, and each condition also checks the field mapped to it in every added form. A field of an added form that isn’t mapped can’t be used in a condition. Getting started with Advanced Filtering explains conditions.
• A union shows one row per entry, and it has no setting to show only the newest entry per person. To narrow the list, add a field such as Status to each form, map the Status fields to each other, and add an Advanced Filtering condition on the primary form’s Status field.

Managing your unions #

• To remove a union, click the trash icon at the right of its block, then click Remove Union.
• To remove every union and start over, click Reset Merge at the top of the Merge Source box, then click Reset Merges. The + Add Merge Condition button shows in the Data Source box again.

Click Update to save either change.

Related articles #

• Using Advanced Filtering with Multiple Forms
• Multiple Forms: Searching entries