# Filter, export, and delete responses

You'll find the answers you need, download them as a CSV, and remove selected responses you no longer want to keep.

Available on the Scale and Pro plans.

**Responses** lets you read what visitors have typed, find answers about a particular topic, and download the ones you want to keep. It includes typed input answers and Other write-ins.

You'll need access to the project. CSV export access is separate. If your account doesn't have it, you'll see **Upgrade to export CSV** instead of the export action. Visitor-profile access is also separate from response access.

## Find the responses you need

1. Open **Responses** under **Enrich**.
2. Choose a question, or keep **All questions**.
3. Choose **Everyone**, **Identified**, or **Anonymous**.
4. Use **Search responses** to find answer text or a person's email, first name, or last name.
5. Set the date range. The default is the last 30 days.

![Responses filtered to one short-text question over seven days, with common themes and individual answers](https://rightmessage.com/help/screens/verify-questions-responses.light.webp)

The table shows the answer, question and type, person, and time. Click the person for a quick look. Each page contains up to 25 responses.

Choice questions in this filter refer to their Other write-ins. For ordinary multiple-choice clicks, open the question's [Results and Activity tabs](https://rightmessage.com/help/question-results-and-activity) instead.

You can also select a theme to show its matching sampled responses. **Clear theme** removes only that theme selection. **Clear filters** removes the filters.

## Export matching or selected rows

1. Check your filters and date range.
2. To download every matching response, choose **Export CSV** at the top of the page.
3. To download particular rows instead, select their checkboxes and choose **Export** in the selection bar.
4. Wait for the download page to finish preparing the export, then download the completed CSV.

The header checkbox selects the current page, not every matching response on other pages. **Clear** removes the selection. Changing filters or pages also clears it.

Your CSV contains Response ID, When, Question, Question ID, Type, Response, Email, Visitor ID, Flow, Flow ID, and Parts. Parts contains JSON for structured answers when available. Type distinguishes input types from Other write-ins. Keep the identifiers if you're investigating a difference between screens.

Exports run as queued jobs. The job status stays available for 24 hours. That window isn't a retention period for survey responses or a promise that download links last indefinitely.

## Delete responses you don't need

> **Warning**
>
> Deleting responses is permanent. Export anything you need to keep first. This doesn't delete a contact or remove a previously synced value from your email platform.

1. Select only the response rows you want to remove.
2. Choose **Delete** in the selection bar.
3. Read the **Delete responses** confirmation and check the selected count.
4. Choose **Delete** to remove those rows permanently, or **Cancel** to keep them.

![Delete responses confirmation warning that deleting the selected response cannot be undone](https://rightmessage.com/help/screens/questions-delete-responses.light.webp)

A single deletion request accepts up to 500 distinct response IDs. The page selector still selects only the current page. After a successful deletion, the response and theme views refresh. If deletion fails, the page shows an error.

[Deleting a question](https://rightmessage.com/help/question-library-reference#uses-and-deletion) keeps its historical responses. Neither operation erases a person from every connected system.

## Turn a repeated Other answer into a choice

If visitors keep writing the same kind of answer under Other, you can make it a choice for future visitors.

1. Select an Other-write-in theme.
2. Read its example responses and people count.
3. If it would make a useful choice, choose **Add '\[theme]' as an answer**.
4. Review the new answer, its flow branches, and its sync mapping.
5. Publish when the draft is ready.

You'll see **Added. Publish to go live** after adding it. Earlier write-ins stay as they were. A running question A/B test blocks answer additions. The action also stays locked while the test-status check is loading or if it fails.

Themes use at most the latest 500 matching responses, with up to 12 themes and three per question. They're summaries of a sample, not a complete statistical breakdown. Contact details, numbers, and dates may have no useful qualitative themes.

Selecting a theme shows only the sampled response IDs used for that theme, not every similar answer ever collected. Theme selections expire after 24 hours. If you see **This theme has expired**, clear it and choose it again.

## If you don't see any answers

If you see **No responses match these filters**, clear or widen your filters. **No responses yet** means the current unfiltered view has none. **Responses are unavailable right now** means you should choose **Retry**, not treat the count as zero.

Likewise, **No themes yet** and **Themes are unavailable right now** mean different things. Check the response list even when themes aren't available.

Once you've found the answers you need, you can export that set or use a repeated Other theme as a new choice. If a response still seems missing or differs from your email platform, see the [response reporting FAQ](https://rightmessage.com/help/response-reporting-faq).