From the Submissions page, navigate to any of the entries that have populated below the Control Panel to view individual form submissions. These are listed with up to 20 per page, and there are forward/backward buttons at the bottom of the page for access to additional pages of submissions.
The header of each submission contains all of the controls, status indicators, and options available for you to understand and directly interact with a submission.
Some of the more basic elements of the submission's header are outlined here, but those that require more detail have been divided into their own subcategories.
Form Name
Each submission displays the form's title, which is listed in the top left corner of the submission's header. This is also a clickable link to start a new submission of that form type.
Submitted by
This section lists the name of the user who submitted the form, along with a color-coded box (auto-assigned) containing their initials.
Form Status
The color-coded bar across the top of each submission's header indicates the status of that particular submission as it progresses through its workflow toward completion. Not every status is used in every form, but the complete list is as follows:
- Blue - Approved (submission is complete)
- Yellow - Pending (waiting on another's action)
- Red - Pending on Me (waiting on your action)
- Orange - Sent Back (submission has been sent back to the form's originator)
- Magenta - Info Requested (sent back to any flow-step for additional information)
- Gray - Denied (submission has been rejected and cannot be continued without admin intervention)
- Teal - Escalated (skipped workflow step(s) to seek input/approval)
(Filter By)
The (funnel) icon can be found beside every form element on a submission entry. This is a quick method to filter your submission results by that specific element on a form.
For example: If you had a form that is named Expenses, one of the elements on that form could be to select the Category for an expense such as: "Software," or "Marketing," or "Travel." While on your Submissions page, if you are focusing on an Expenses form submission, and you click the icon beside Category, on a submission that has "Marketing" as the input for Category, this would cause your page's results to reload and filter your results to display only those Expenses form submissions that have "Marketing" as the input under Category.
When a filter is selected, the Control Panel above the listed submissions will load with the new active filters displayed. The name of the form you are filtering by will be listed beside Forms, and can be deselected as a filter by clicking the X beside it. Whatever form element was selected with the filter will be listed below that with "Filtering By" beside the form element, along with the input you are filtering by. This will also be listed with an X beside it that you can click to stop filtering by that input.
In the previous example: "Expenses" would be listed beside Forms, and "Filtering By | Category: Marketing" would be displayed as the rest of the filter's parameters in the Control Panel.
(Edit)
If a form's permissions allow editing, you can modify inputs and add data or comments to a submission after it has been submitted. There are three permission settings that control editing access:
- Is Editable (Submitter Edit) - Allows the original submitter to edit their own submission.
- Can Edit (Approver Edit) - Allows the approver at a given step to edit the submission.
- Edit Submissions (Edit All) - Allows any user with form access to edit any submission.
If a submission reaches a final Denied state, no further edits are allowed regardless of these settings. However, submissions in an Approved state may still be edited if the form's settings permit it.
When a submission has been edited, a note is added in that submission's Notes log that lists the editor's user name and the time it was edited, along with the message, "This submission has been edited." This is accessible from the submission's View All Notes button or while fully viewing a single submission via the (Pop-out) button or a direct emailed link.
If desired, all of a form's contributors can receive a notification when a form has been edited. This is initiated by a user with administrator permissions and is set up in the form's workflow steps.
History
View every action that has been taken on that submission so far. When selected, a modal will display the Process History.
- Action By - lists the user's name
- Action - displays the kind of action they took on the form
- Date - specifies the date and timestamp of that action
You may also choose to show conditional steps for a more in-depth insight into the workflow's parameters (not interesting to most users).
Actions / Continue
The Actions or the Continue button allow you to take workflow actions on submissions pending your input. When a submission is Pending On Me, you will see either a Continue button (if additional data input is required) or an Actions button (if only approval/review is needed).
Available actions typically include: Approve, Request Info, Send Back, and Deny, but these can be edited on a form-by-form basis.
See the full Actions page for detailed information on each action type.
Final Status or Pending on
If not listed as Approved or Denied, a color-coded box, or boxes, with the initials of the user(s) on whom the submission is pending will appear.
If it is pending on a single user, their full name will be presented alongside.
If there are multiple user actions pending, you can click the boxes to view a modal window that lists the full names of the users who have actions still required for the submission to complete the required steps in its workflow and be finalized.
Time stamp
While still pending, only the date and time the submission was created is listed. When the submission has reached finality, whether through approval or denial, the date and time of its completion, or when it was last edited, is listed as well.
(Options)
Clicking the gear icon in a submission's header presents you with a sidebar titled Submission Options that lists the available options for interacting with that submission. These vary greatly by the user's permissions and the submission selected.
See the full Options page for detailed information on each available option.
Admin Options
Administrators have access to additional submission options including the ability to undo approved or denied decisions, transfer submissions, edit forms and flows, and configure form options.
See the full Admin Options page for details on administrator-only features.
(Pop-out)
Fully view a single submission on a reloaded page. All data is fully displayed along with a Go to Action button at the top that jumps you to the bottom of the submission to your available Actions or required input areas. Notes are displayed in full on the right side of the page with the option to hide notes at the top.
Click the Previous Page link, just above the submission's header on its left end, to return to your full submissions page as you left it.
Claim this submission
This feature is only accessible from an individual submission's page (via (Pop-out) or a direct email link). When a workflow step is set to "all group" or "select multiple," meaning the available action in that step is open to multiple users, there is a toggle switch just below the main header of that submission that says Claim this submission. Use this feature to help prevent multiple people from doing work on a submission.
If toggled ON, users in the group will see "(User Name) has claimed this submission" displayed beside the toggle. Claimed by (User Name) will also appear in the submission's header and will be visible from the main submission page when a claim is active.
Toggle it OFF to release the claim. Anyone with access can toggle it ON to transfer the claim to themselves, so this feature is more of an advisory tool rather than a hard claim that excludes outside action.
A claim is automatically cleared or released when:
- Moves backward: An admin or approver uses Undo to send the submission back to a prior step.
- Advances to next step: Unless the user who has claim to the submission is also a valid reviewer in the next workflow step, the claim is cleared when the submission moves forward.
- Final state: The submission has reached its final state of Approved or Denied.
Show More
Fully view all data/entries on the form submission while remaining on your Submissions page. Also referred to as Expanded View.
- Most attached documents (e.g., .png, .jpeg) will also expand in view. PDFs will display a View PDF link to view the attachment in a modal window. Alternatively, you can click the attachment's link, just below it, to download the attached document or photo.
Show Less
Return to the overview display of the submission's data. The elements displayed in this view are selected at the time of the form's creation. This view option displays attachments as thumbnails or viewing links. This button only appears when in the expanded or "show more" view, and is also referred to as Collapsed View.
+ Add Note
Add additional information, comments, or attach files for the record. Notes are visible to anyone with access to the submission, but can be set to "protected" when you need only a group of users to be able to view them.
See the full Add Note page for detailed instructions on creating, viewing, and managing notes.