Select multiple submissions to act on all of them at once:
- Approve, Deny, or Send Back everything pending on you
- Resend Email to waiting approvers
- Delete submissions (with the right permission)
- Apply labels
- Print to a combined PDF
(Exporting to CSV works from the whole filtered list rather than a checkbox selection - see Export & Print.)
On the Submissions page, the Bulk Actions Toolbar is located at the bottom of the Control Panel, below the search bar and Forms quick-filter. On the left end is a checkbox that allows you to select all submissions displayed on your page. If no submissions are selected, the right end will say select submission(s) to access bulk actions.
When at least one submission's checkbox is selected, one or two badges appear on the left end. The first displays the number selected on the current page, the second badge displays the total selected across all pages. Click the X beside this badge, or uncheck the checkbox beside them, if you'd like to deselect them all at once. The right end of the toolbar displays the two bulk action buttons: Labels and Actions.
Actions
Use Actions in the Bulk Actions Toolbar if you have multiple submissions pending your action and would like the same action to apply to all of them simultaneously.
When Actions is selected, a Bulk Actions modal appears with a dropdown labeled Select Action. The full set is Approve, Deny, Send Back, Resend Email, and Delete; the dropdown only offers what every selected submission can do, so if the action you're looking for is not displayed, at least one of your selected submissions is not eligible for it.
Two eligibility rules catch people out: Approve drops out of the list when any selected submission still needs a graduated form filled in or its next step needs approvers chosen by hand - those need individual attention. And Resend Email only counts for Pending submissions, and allows each user two resends a minute per submission; when some of your selection is skipped, the modal lists each skipped submission with its reason.
Once you have chosen an action, it will appear in the dropdown. Any further steps (such as providing a note) will be presented for your completion prior to submitting. The number of submissions the action will apply to is reflected in the blue button you select to proceed (e.g., Apply to # Submissions). Click Cancel or the X to exit the modal without taking the action.
Labels
Labels let you organize selected submissions together, including submissions from different forms. Multiple labels can be applied to a submission. The Labels button opens a modal titled Manage Labels for (#) Submissions. That count is the submissions you can access; any selected submissions you cannot see are skipped.
When any selected form has shared labels, the modal shows two sections:
- Shared Labels — form-scoped labels from Form Options, visible to everyone who can see the form. Toggling one adds it to, or removes it from, every accessible selected submission on that label's form. If the selection spans more than one form, each form's shared labels appear and apply only to that form's submissions. You cannot create a shared label here; create them in Form Options.
- My Labels — your personal labels (up to 20 listed). These apply across forms. Search and + Create still create a personal label only.
A label already on some but not all of the relevant submissions shows X of Y beside its checkbox. Clicking a checkbox applies immediately.
Label deletion stays in the per-submission Labels modal.
Add a Label
When Labels is selected from the Bulk Actions Toolbar, a modal appears titled Manage Labels for (#) Submissions, along with a search bar that says Search or create label...
- To add an existing label - click the checkbox beside its name (listed alphabetically) or use the search bar to locate it. Shared labels and personal labels both work this way.
- To create a new personal label - type the name in the search bar and a + Create "[label name]" link will appear below. Select this to create the new label and apply it to the accessible selected submissions. Shared labels cannot be created from this modal.
The checkbox for a label that is on every relevant submission will appear selected. Deselecting it removes that label from those submissions. If you have created or applied a label, a banner announces "Label '[label name]' applied to [#] submissions."
Remove or Delete a Label
To remove a label from a single submission - Locate and click the that is in that submission's header beside the label's name. In the Labels modal that appears, deselect the label and click out of the modal or click the X.
To remove a label from multiple submissions - Select submissions by clicking the checkbox in the submission's header, then the Labels button in the Bulk Actions Toolbar. Labels already on every relevant selected submission appear with their checkboxes selected. Deselect any label you wish to remove. A shared label is removed only from the selected submissions on that label's form. Click Done, the X, or click outside of the modal to exit the Manage Labels modal.
To delete a label - Click the icon in a submission's header. A scrollable list of existing labels appear in the Labels modal with a (trash) icon to their right. Click the icon to delete that label. A pop-up window will appear that says:
Delete label '(label name)'? This will remove it from all submissions.
Click OK to delete or Cancel to exit without deleting. This cannot be undone. Shared labels are deleted from Form Options, not from this list.
*Note - When accessing labels from an individual submission's icon in its header, deselecting (or removing) a label will only apply to that submission, even if multiple submissions have their checkboxes selected. Removing or adding a label to multiple submissions at once must be done from the Labels button in the Bulk Actions Toolbar. Deleting a personal label always applies to all submissions with that label. *
Bulk PDF Print & Download
- Select individual submissions or 'select all' of the displayed submissions, then click the Print button on the right end, above the Submissions Control Panel.
- If you have submissions selected, a modal window will appear that lists the number of submissions you have selected to print with a Cancel or Start Print Job button. Recent Print Jobs (if any) are also listed here.
- If no submissions are selected, the modal will just display your recent print jobs.
Progress Tracking
When a print job starts:
- A modal displays a real-time progress bar (X of Y submissions processed)
- The job runs in the background on the server; once it finishes, the link also reaches you by email and notification, so there's no need to babysit the modal
Download Options
Once complete:
- You'll receive an email notification with a download link
- The notification appears in your notification center
- Download links are valid for 7 days
- Click the blue Download PDF button in the progress modal
Print Job States
- Pending: Job created but not yet started
- Processing: PDFs are being generated and combined
- Completed: PDF is ready for download
- Failed: An error occurred during processing