Admin Options

The following options are available exclusively to users with administrator permissions. These appear under (Options) in the submission's header when you have admin-level access.

Revert to Step

Use Case - A submission needs to go back to an earlier step in its workflow.

The Revert to Step option allows administrators to send a submission back to a previous workflow step. This is available on submissions that use standard (non-conditional, non-collective, non-dynamic) flows.

When selected, a modal opens displaying the submission's Process History, listing the Step, Action By, Action, and Date of each completed workflow step. Below this, a Revert to Step dropdown labeled "Select a step to revert to" lists the available steps from the submission's process history.

You must provide a Reason for Revert (minimum 5 characters) explaining why the submission is being sent back. A warning at the bottom of the modal states:

"This action will change the submission status and notify the approvers at the selected step. This action is logged in the process history."

Click Cancel to exit without reverting, or the blue Undo and Revert button to proceed. The submission's status returns to Pending at the selected step, and any steps after that point must be completed again. A system note documenting the revert is automatically added to the submission.

Undo Approved / Denied

Use Case- A submission was approved/denied by mistake and needs to be reversed.

This is an emergency function to reverse terminal state (approved/denied) decisions. The last action is undone and the submission is reverted to a previous workflow step, allowing it to be processed again.

When selected, a modal will open with Undo Submission Approved/Denied at the top. The Process History is next, which lists the Step, Action By, Action, and Date of every step in the form's workflow as it occurred. Below that is Revert to Step, over a drop down box labeled "Select a step to revert to." The dropdown box lists every step in the selected form's workflow. Click the step you would like the submission to return to and it will appear in the box.

Next, you have the Reason for Undo text box that asks you to "Please provide a reason for undoing this submission." Once you have typed in that information, your options are to select Cancel to exit without undoing, or Undo and Revert to proceed with sending the submission back to the step you selected. The bottom of the modal warns you,

"This action will change the submission status and notify the approvers at the selected step. This action is logged in the process history."

Once you select the blue, Undo and Revert button, notifications will be sent, the status becomes "Pending" again, on the user you selected, and any steps that come after your selection will have to be redone and approved again.

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.

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 show 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.

This option is only visible to users with permission to update the form, such as administrators, form creators, or members of the form's editor group.

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).

This option is only visible to users with permission to update the form, such as administrators, form creators, or members of the form's editor group.

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.

This option is only visible to users with permission to update the form, such as administrators, form creators, or members of the form's editor group.