This seems like an extremely simple question, but no matter how I slice it, I need to get data entered by manager and it's employees. Like Manager A added 5 locations, than I want to get those 5 locations and show them in first case. Second, I want to display all records (added by Employee) related to Manager A. Like Employee x, y and z entered records with different locations(added by A) I want to display those records if I select Manager A in dropdown... I can do that with SQL like,

SELECT id FROM _gf_entry where created_by = (ID of Manager A)

->Manager is role in wordpress that I added. than, get all data by SELECT * FROM _gf_entry_meta where entry_id in (SELECT id FROM _gf_entry where created_by = (ID of Manager A))

but I think there should be easy way to do this with gravity form api as it gives manageable results.

  • The GFAPI::get_entry_ids() allows you to search for specific created_by IDs; see the Field Filters under the Search Arguments section for an example.
    – Pat J
    Commented Dec 23, 2023 at 18:24
  • That won't help the OP get the entry data from the query, they didn't state they wanted only ID in return.
    – Kyzer
    Commented Mar 19 at 4:03

2 Answers 2


You should be able to achieve this using the Gravity Forms API in WordPress to filter entries created by a specific user (Manager A) and retrieve associated data entries.

  1. Get Manager A's User ID:

    First, you need to get the User ID of Manager A. You can do this programmatically in WordPress. Let's assume you have Manager A's User ID stored in a variable called $manager_id.

  2. Query Gravity Forms Entries:

    You can use the GFAPI::get_entries function to retrieve entries that meet your criteria. In your case, you want to filter entries created by Manager A. Here's an example of how to do this:

    $entries = GFAPI::get_entries(
            'form_id' => 1, // Replace with your form ID
            'created_by' => $manager_id,

    Replace 1 with the actual ID of your Gravity Form.

  3. Retrieve Associated Data Entries:

    Now that you have the entries created by Manager A, you can loop through them and retrieve associated data entries using the _gf_entry_meta table. Here's how you can do it:

    $all_related_entries = array();
    foreach ($entries as $entry) {
        $entry_id = $entry['id'];
        // Query the _gf_entry_meta table to get associated data
        $data_entries = $wpdb->get_results(
                "SELECT * FROM {$wpdb->prefix}gf_entry_meta WHERE entry_id = %d",
        // Add data entries to the result array
        $all_related_entries = array_merge($all_related_entries, $data_entries);

    Make sure you have global access to the $wpdb object to run database queries.

  4. Display the Results:

    Now you have the entries and associated data entries in the $all_related_entries array. You can loop through this array and display the results as needed.

    foreach ($all_related_entries as $data_entry) {
        // Display the data as per your requirements
        // For example: echo $data_entry['your_field_name'];

    Replace 'your_field_name' with the actual field name you want to display.

  5. Dropdown Selection:

    If you want to dynamically select Manager A from a dropdown, you can use a dropdown field in your Gravity Form. Then, you can modify the $manager_id variable based on the selected option.

This code should help you retrieve and display entries and associated data entries created by Manager A using the Gravity Forms API. Make sure to replace placeholders with actual values, and adjust the code to fit your specific form and field names. Hope this helps!

  • I am still getting all entries. It should fetch only entries with created by Id..
    – Dharmik
    Commented Dec 28, 2023 at 17:21

@dharmik I think what you are wanting is something like this:

  $user_id = get_current_user_id();
  $search_criteria = array(
    'field_filters' => array( //which fields to search
        'key' => 'created_by', 'value' => $user_id, // Current logged in user
        // ... Add more keys/values if needed
  $sorting         = array();
  $paging          = array( 'offset' => 0, 'page_size' => 999 );
  $subform_entries = GFAPI::get_entries( 20, $search_criteria, $sorting, $paging );

The get_entries is looking for field_filters. In you case it's created_by

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