Ultimate Member – Form Entries Documentation

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.

Item	Value
Plugin name	Ultimate Member – Form Entries
Version	1.0.0
Author	userelements
License	GPLv2 or later
Requires	WordPress 6.2+, PHP 7.4+, Ultimate Member 2.8.0+
Tested up to	WordPress 6.8 / UM 2.12.1
Type	Premium-only (Freemius)
Frontend UI	None (no shortcodes / templates)
Admin location	Ultimate Member → Form Entries / Entries Settings

2. What it records

Source	What is stored
Registrations	All submitted fields (with form labels), linked user, UM account status at capture time
Profile updates	Before → after diff per changed field; linked as revisions on the registration “case” when identity is clear
Failed submissions	Field values + per-field validation error messages (login mode excluded)
Consent snapshots	Privacy/GDPR agreement text + SHA-256 hash at registration
Member Submissions	Content posts, if that UM extension is active

Never stored: passwords, nonces, captchas, and similar secret fields (blocked by key, type, and pattern).

📸 Screenshot – Registration entry

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

Screen	Path	Capability
Form Entries (list + single)	admin.php?page=umfe-entries	um_manage_entries
Entries Settings	admin.php?page=umfe-settings	manage_options
CSV export	List page + Export (nonce-protected)	um_export_entries or manage
Users list shortcut	Users → row action Form entries	manage entries

📸 Screenshot – Menu location
Ultimate Member admin menu expanded, showing Form Entries (with unread count badge) and Entries Settings.

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.

📸 Screenshot – Approve / Reject
Confirm dialog or action area showing reason codes before decision.

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).

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

Capability	Purpose
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)

Table	Role
{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 log

Option 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.