--- title: "Ultimate Member – Form Entries Documentation" date: 2026-08-04 modified: 2026-08-08 author: "userelements_wh8sr3" url: "https://www.userelements.com/ultimate-member-form-entries-documentation/" markdown_url: "https://www.userelements.com/ultimate-member-form-entries-documentation.md" type: post excerpt: "1. Overview Ultimate Member writes submissions into user meta and does not keep the submission itself. Once a field is […]" categories: - "Ultimate Member" --- ## 1. Overview Ultimate Member writes submissions into user meta and does not keep the submission itself. Once a field is overwritten, the old value is gone; failed registrations leave no trace. This plugin stores each submission as its own record. ItemValuePlugin nameUltimate Member – Form EntriesVersion1.0.0AuthoruserelementsLicenseGPLv2 or laterRequiresWordPress 6.2+, PHP 7.4+, Ultimate Member 2.8.0+Tested up toWordPress 6.8 / UM 2.12.1TypePremium-only (Freemius)Frontend UINone (no shortcodes / templates)Admin locationUltimate Member → Form Entries / Entries Settings![ultimate member form entries list](https://www.userelements.com/wp-content/uploads/2026/08/ultimate-member-form-entries-list.png)## 2. What it records SourceWhat is storedRegistrationsAll submitted fields (with form labels), linked user, UM account status at capture timeProfile updatesBefore → after diff per changed field; linked as revisions on the registration “case” when identity is clearFailed submissionsField values + per-field validation error messages (login mode excluded)Consent snapshotsPrivacy/GDPR agreement text + SHA-256 hash at registrationMember SubmissionsContent posts, if that UM extension is activeNever stored: passwords, nonces, captchas, and similar secret fields (blocked by key, type, and pattern). 📸 Screenshot – Registration entry ![ultimate member form entries form values](https://www.userelements.com/wp-content/uploads/2026/08/ultimate-member-form-entries-form-values.png)## 3. Requirements & installation 1. Install and activate Ultimate Member 2.8.0+. 2. Upload and activate Ultimate Member – Form Entries. 3. Complete Freemius license/connect flow if prompted. 4. Entries begin recording immediately under Ultimate Member → Form Entries. 5. Configure capture and policies under Ultimate Member → Entries Settings. On activation the plugin: - Creates/updates tables `wp_umfe_entries`, `wp_umfe_entry_meta`, `wp_umfe_entry_events` - Adds capabilities to the Administrator role - Merges default settings into `umfe_settings` - Schedules daily retention cron `umfe_retention_cleanup` - Migrates legacy `um_entries` / `um_entry_meta` tables when safe Deactivation clears the retention cron only; data stays. Uninstall deletes tables/options only if Delete all entry tables when this plugin is uninstalled is enabled. WP admin Plugins screen with both Ultimate Member and Form Entries active, plus the Form Entries submenu under Ultimate Member (optionally with unread badge). ## 4. Admin navigation ScreenPathCapabilityForm Entries (list + single)`admin.php?page=umfe-entries``um_manage_entries`Entries Settings`admin.php?page=umfe-settings``manage_options`CSV exportList page + Export (nonce-protected)`um_export_entries` or manageUsers list shortcutUsers → row action Form entriesmanage entries📸 Screenshot – Menu location Ultimate Member admin menu expanded, showing Form Entries (with unread count badge) and Entries Settings. ![ultimate member form entries menu](https://www.userelements.com/wp-content/uploads/2026/08/ultimate-member-form-entries-menu.png)## 5. Form Entries list URL: Ultimate Member → Form Entries ### Views (tabs) `All` · `Unread` · `Starred` · `Errors` · `Pending` · `Unassigned` · `Assigned to me` · `Overdue` · `Awaiting info` · `Ready` ### Filters & search - Filter by form, source/mode, date range - Search member details, form titles, IPs, and stored field values (min. 2 characters) ### Row / bulk actions Mark read/unread · Star/unstar · Delete · Approve · Reject (reviewers) · Assign (from row/single) ### Outcome vs workflow status - Outcome: `complete`, `error`, `pending` - Workflow: `new` → `assigned` → `awaiting_info` → `ready` → `approved` / `rejected` - ## 6. Single entry screen URL: `admin.php?page=umfe-entries&action=view&entry_id={id}` Opening an unread entry marks it read and logs a `viewed` event. ### Main column 1. Submitted values — field label, meta key, value; diffs and errors when present; masked fields per policy 2. Case revisions — other submissions in the same case (registration + later profile updates) 3. Event timeline — created, viewed, assigned, approved, rejected, notes, legal hold, etc. ### Sidebar / actions (typical) - Member identity (user, email, login) - Form, mode, IP/UA/referer (if enabled) - Consent snapshot (text + hash + time) - Assign reviewer + due date - Workflow: request info, mark ready, return to review - Approve / Reject (calls UM native status APIs — emails stay native) - Legal hold on/off - Star / delete - Admin note 📸 Screenshot – Event timeline Timeline with assign, request info, approve/reject events and actor names. ![ultimate member form entries event timeline](https://www.userelements.com/wp-content/uploads/2026/08/ultimate-member-form-entries-event-timeline.png)📸 Screenshot – Approve / Reject Confirm dialog or action area showing reason codes before decision. ![ultimate member form entries approve](https://www.userelements.com/wp-content/uploads/2026/08/ultimate-member-form-entries-approve.png)## 7. Review workflow (use case) Goal: Manually vet pending registrations without leaving WordPress, while keeping Ultimate Member’s emails and account status as the source of truth. 1. New registration captured → entry appears (often `pending` / workflow `new`). 2. Assign a reviewer + optional due date → `assigned`. 3. Optionally Request info → `awaiting_info`. 4. When complete → Mark ready → `ready`. 5. Approve or Reject via UM APIs → workflow `approved` / `rejected`. 6. Put disputed cases on legal hold so retention never deletes them. Who can review: capability `um_review_entries` (Administrator by default). ## 8. Entries Settings URL: Ultimate Member → Entries Settings ### Sections Entries to record Registrations · Profile updates · Failed validation · Member Submissions Failed submission limits Captures per client · Window (seconds) · Fields per capture · Bytes per capture (0 = disable) Request data Store IP · User agent · Referer (Cloudflare country when header present) Retention and display Global retention days (0 = forever) · Entries per page (5–200) Starred + legal hold always retained Per-form policies Per UM form: enable override · retention days · on expiry (delete / anonymize) · masked field keys Data deletion Delete entries when user is deleted · Delete all tables on uninstall 📸 Screenshot — Per-form policies table At least one form with override enabled, retention, anonymize, and masked keys filled (e.g. `phone_number, national_id`). ![ultimate member form entries per form policies table](https://www.userelements.com/wp-content/uploads/2026/08/ultimate-member-form-entries-per-form-policies-table.png)## 9. Export, privacy & retention ### CSV export From the list screen; respects current filters/search. Streaming download with formula-injection escaping (`=`, `+`, `-`, `@`, tab). ### GDPR / privacy - Registers with WordPress Tools → Export Personal Data and Erase Personal Data - Optional delete-on-user-delete - Field masking for sensitive keys without `um_view_entry_sensitive` ### Retention Daily cron `umfe_retention_cleanup` deletes or anonymizes expired entries per global/per-form policy. Excludes starred and legal-hold entries. ## 10. End-to-end use cases ### A. Audit trail for compliance Ops needs proof of what was submitted and which privacy text was accepted. → Enable registration + consent capture → open entry → consent hash + timeline → export CSV for auditors. ### B. Investigate failed signups Marketing reports “form broken.” → Open Errors view → inspect per-field validation messages → fix UM form validation. ### C. Manual membership approval desk Site uses UM “require admin approval.” → Reviewers use Form Entries (not only Users) → assign / due dates / approve-reject via UM. ### D. Track profile changes over time Support: “When did they change email?” → Open registration case → Case revisions → profile entries with before/after diffs. ### E. Data minimization GDPR retention policy: delete after 365 days, mask phone. → Global or per-form retention + masked keys → legal hold for disputes → privacy eraser for subject requests. ### F. Member Submissions content log With Member Submissions active, content saves appear as entries for moderation/history. Members (frontend users) never see this plugin; capture is silent during UM form processing. ## 11. Capabilities CapabilityPurpose`um_manage_entries`Menu, list, view, star, read/unread, notes, delete`um_review_entries`Assign, workflow, approve/reject, legal hold`um_export_entries`CSV export`um_view_entry_sensitive`See unmasked masked fields`um_manage_entry_policies`Policy helper (settings page uses `manage_options`)Granted to Administrator on install. ## 12. Data model (reference) TableRole`{prefix}umfe_entries`One row per submission (case\_id, revision, form, user, status, workflow, flags, request meta, consent…)`{prefix}umfe_entry_meta`Field values, old values, errors, change flags`{prefix}umfe_entry_events`Append-only audit logOption key: `umfe_settings` PHP API: `UM()->entries()` No custom post types, shortcodes, REST routes, or `wp_ajax_*` handlers in plugin code. Actions run via admin GET/POST with nonces. ## 13. Developer hooks Filters: `umfe_modes`, `umfe_reason_codes` `umfe_blocked_keys`, `umfe_blocked_types` `umfe_is_storable`, `umfe_entry_fields` `umfe_entry_ip` `umfe_entry_country_code` `umfe_record_unchanged_profile_updates` Actions: `umfe_entry_created` `umfe_entry_deleted` `umfe_retention_ran` `umfe_fs_loaded` Cron: `umfe_retention_cleanup` `umfe_delete_user_entries` ## 14. FAQ Does it store passwords? No. Where is data stored? Custom `umfe_*` tables (not user meta alone; survives UM uninstall of its own tables). Does approve/reject bypass UM? No — uses UM status APIs. Is there a frontend UI? No. Premium? Yes — Freemius premium-only.