Displaying Approved Data Only

User Support Data Management
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I’m currently working on a project where I need to share verified survey data collection with a stakeholders. I would like to know if it is possible to configure the platform so that my stakeholder can only view approved/verified data and the number of surveys completed—without access to unapproved or incomplete submissions.

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Hi @danishspil, Welcome to community!

Are you planing to share the form directly with them to access the data or though excel or something? Because if you are going to share the form directly, unfortunate it is not possible, but if you share it with the excel, it might be possible to filter the validated submissions via url

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Thank you so much for your reply. Could you please explain the procedure for filtering the validated submissions via URL?

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Hello

Thank you so much for your reply. Can you tell me the procedure of filtering the validated submission via url.

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@danishspil, maybe you will need to do the following:

  • Link your project with Excel by following this support article Connecting KoboToolbox to Microsoft Excel.
  • Once the project is linked to the Excel file, you will need to filter the desired variable and maybe lock the rows if needed and share your Excel file with your team.

Your team could then refresh the data to get the latest data that is on the server.

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You can connect Kobo Toolbox to Google Sheets using Google Apps Script to pull data automatically. First, get your API Token and Project UID from Kobo Toolbox. Then, create a Google Sheet, go to Extensions > Apps Script, and paste a script that fetches data from your Kobo API URL using your token. The script reads the Kobo form data and inserts it into the sheet, matching the column headers in row 1 with your Kobo field names.

To automate the process, set a trigger in Apps Script to run the script periodically (e.g., every hour). This setup allows your Google Sheet to stay updated with the latest Kobo submissions without manual downloads. If you need real-time updates (push-based), you’d need a more advanced method using Power Automate or webhooks.

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