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Contact Form Submissions

Menu Location: Customers > Contact Form

Overview

The Contact Form Submissions page shows the messages customers and visitors have sent through the website's Contact page. It is a read-only log for reviewing what came in, when it came in, and (if the sender was logged in) which customer account it came from. There is no status tracking, categorization, assignment, or response workflow built into this page, replying to a submission means emailing the person directly using the address they provided.

Page Layout

Date Range Filter

At the top of the page is a From and To date picker with a Search button. Submissions are pulled for that window only. If you leave the fields alone, the page defaults to the last three weeks up through today.

Submissions Table

Each row is one contact form entry:

  • Avatar - A Gravatar image generated from the sender's email address (shows a generic identicon if the email has no Gravatar on file)
  • Name - The name the sender typed into the form. If the submission is tied to a customer account, the name links to that customer's record (customer_info.php) and shows the customer ID next to it
  • Contact Info - The email address (or other contact info) the sender entered
  • Message - The message text, truncated to the first 150 characters with a "Read more" link to expand the full message ("Show less" to collapse it again). The stored text is cleaned up for display: literal \r\n/\t escape sequences are converted to real line breaks/spaces, HTML entities are decoded, and tags are stripped
  • IP Address - Shown in small text under the message, if one was recorded
  • Date - The submission date (month and day)

Results are capped at the 40 most recent submissions in the selected date range, newest first.

Where Submissions Come From

Submissions are created by the site's public Contact page (contact.php), not by this admin page. A few things worth knowing about that source:

  • Customer link is automatic, not manual. If the person was logged into their customer account when they submitted the form, their customer ID is stored with the submission and the Name column links to their account. If they were not logged in (or aren't a customer), there's no name/customer to link, and no admin action to attach one after the fact.
  • Spam and abuse protection happens before the row is ever created. The contact form blocks submissions that trip a honeypot field, fail the Cloudflare Turnstile (or math fallback) human check, or exceed a per-IP rate limit (3 submissions per 5 minutes on production, higher on localhost). An exact duplicate (same name, email, and message) submitted again within 60 hours is silently treated as already-sent rather than stored twice.
  • A confirmation email goes to the customer service address, and a "Contact Form Received" auto-response email can go back to the submitter if that email template is configured (getConfig('contactformreceived')). Admins can also opt into a copy of every submission by enabling the contact-form-submit notification on their admin user settings.

Common Use Cases

Reviewing recent submissions

  1. Open Contact Form Submissions
  2. Adjust the From/To dates if you need a window other than the last three weeks, then click Search
  3. Read new entries top to bottom (newest first)
  4. Click "Read more" on any truncated message to see the full text
  5. If a submission is from a known customer, click their name to jump to their account
  6. Reply by emailing the address shown in Contact Info directly from your email client

Finding a submission a customer says they sent

  1. Widen the From/To date range to cover when the customer says they submitted
  2. Scroll the list for their name or email (there is no text search box, this page only filters by date)
  3. If nothing turns up, the submission may have been silently blocked as a duplicate or bot/spam attempt (rate limit, honeypot, or failed human check), or genuinely never made it through

Troubleshooting

Submission not showing in the list

  • Check that your date range actually covers when it was submitted, the default view only shows the last three weeks
  • The list is capped at 40 rows, if there's been a lot of traffic in the window, an older submission may be past the cutoff, narrow the date range
  • Repeated identical submissions (same name/email/message) within 60 hours of an earlier one are not stored again, so a customer who resubmitted the exact same message won't produce a second row
  • The submission could have been blocked before it reached the database: too many attempts from that IP in 5 minutes, a failed bot check, or a honeypot field getting filled in (this happens with automated spam, not real visitors)
  • The link only appears if the sender was logged into their customer account at the moment they submitted the form
  • If they submitted while logged out (even if they're a customer), there is no automatic or manual way to attach the submission to their account afterward, use their email/name to find them in Customers if needed
  • Customers - View and manage customer accounts
  • Email Templates - Manage the "Contact Form Received" auto-response template

End of Documentation

For additional help, contact your system administrator or Kiva Logic support.