The following options are available to administrators and form managers. They appear under (Options) in the submission's header when you have that access.
Move to Step
Use Case - A submission needs to go back to an earlier step in its workflow, or was approved/denied by mistake and needs to be processed again.
The Move to Step option sends a submission to a workflow step it has already visited, whatever its current status. It works on terminal submissions too, so an accidental final approval is undone by moving the submission back to the step where it belongs.
When selected, the Move to Step modal opens with a dropdown labeled "Select a step to move to..." listing the steps available. Only steps the submission has actually passed through are offered - conditional, collective, dynamic, and wait steps are not, and if the submission has no eligible steps this option does not appear in the menu.
You must provide a Reason (minimum 5 characters) explaining the move. A warning in the modal states:
This will send the submission to the selected step and notify its approvers. This action is logged in the process history.
Click Cancel to exit, or the blue Move to Step button to proceed. The submission's status returns to Pending at the selected step, its approvers are notified, any claim on the submission is released, and steps after that point must be completed again. A system note documenting the move is automatically added to the submission.
Change Status
Use Case - A submission needs a final decision without walking the rest of its workflow: a stuck submission that should simply be closed out, or a wrong decision that must be flipped.
The Change Status option forces a submission directly to Approved or Denied. When the submission is still in progress, the modal offers both outcomes; when it has already reached a final decision, only the opposite one is offered.
The modal's warning spells out exactly what this does:
This forces the submission to a final decision, clears any pending approvers, and fires the same triggers and submitter notifications a real decision would. This action is logged in the process history.
That last part matters: forcing an approval behaves like a real approval - final-approval triggers run, and the submitter is notified. You must provide a Reason (minimum 5 characters), which is recorded in a permanent note on the submission along with who made the change.
Manage Participants
Use Case - A unanimous step is waiting on someone who has left, or another approver needs to be brought in mid-step.
On a submission pending at a unanimous step, Manage Participants lets you add or remove that step's approvers while the step is underway. Approvers who have already responded keep their response; new participants are notified. Removing the final remaining participant completes the step as a system action, and the submission advances.
Transfer
Use Case - A submission is stuck/misrouted and needs emergency admin intervention.
If a submission needs intervention to change the assigned user on a workflow step, you can make that designation using the Transfer option. Unlike Reassign, which only allows you to select users in the same group type as the original, Transfer allows you to select any users, including external ones. It is available while the submission still has work in front of it; once a submission is Approved, Denied, or Sent Back there is nothing to transfer, and the option is hidden.
The Transfer Submission modal prompts you to Select users to transfer to with a dropdown containing all available users. To include external users in the dropdown, activate the toggle switch with that label. Selected users will have a checkmark beside their information and appear listed in the dropdown.
The Send email notification(s) toggle is enabled by default. Turn it off if you prefer not to notify the selected users. Click Cancel to exit without transferring the submission's action, or the blue Transfer to Users button to initiate the transfer. If notifications are enabled, they will be sent at this time.
Form Options
Selecting Form Options navigates you to the form's advanced settings page with the Advanced Settings section pre-expanded. From here, you can configure form-level settings such as privacy, notifications, expiration dates, redirect URLs, editor group permissions, view restrictions, delete and restart permissions, and other advanced form configurations.
Edit Flow
Selecting Edit Flow navigates you to the form's flow builder, where you can configure the approval workflow. From the flow builder, you can add or modify workflow steps, assign approval groups and users, set up conditional logic, configure notifications and triggers, and define the flow type (all, one, multiple, conditional, collective, or dynamic).
Edit Form
Selecting Edit Form navigates you to the form element editor, where you can add, remove, or modify form fields. From the editor, you can configure field types, validation rules, display conditions, calculated fields, and reorder fields as needed.