Options

Clicking the gear icon in a submission's header opens a sidebar from the right side of your screen titled Submission Options. Just below the title, you'll see the form name and its Submission ID (which starts with "#sub_" followed by a unique string of letters and numbers). The menu below displays the available options for interacting with that submission. These options vary based on your permissions and the selected submission.

Available options may include:

+ Add Note

Add collaboration notes and comments to a submission. Selecting + Add Note from the Options menu opens directly to the notes creation modal. See the Add Note page for more information on adding notes.

View All Notes

When a submission has existing notes, the View All Notes option appears in the Options menu. Selecting it opens a modal displaying all notes and comments attached to that submission.

This option is only visible when the submission has one or more notes. If no notes exist, it will not appear in the menu.

See the Add Note page for more information on adding and managing notes.

Share

Unless a form is set as "private," you can share submissions with other Flow Forms users if you're the owner or submitter of a form, or an administrator. Sharing grants viewing permission only—shared users cannot take actions on submissions but can add notes.

Choosing Share under the (Options) menu opens a modal with a searchable dropdown labeled Select User to Share Submissions With. Select a user's name and a checkmark will appear beside their information, with their name and email address displayed in the dropdown.

Below this, you can choose between two sharing options:

• Only this submission - Allows the selected user to view only the current submission
• All submissions on this form - Allows the selected user to view every submission you've made to this form

If sharing is already active, those details appear at the bottom of the modal, differentiated as This submission only or All submissions on this form. If no sharing exists, it displays "Not shared with anyone."

After clicking the blue Share button, your new sharing selection appears in this section. You can add additional users one at a time. To remove access, select the (trash) icon beside the user's information. A confirmation prompt will ask "Are you sure you want to remove sharing with this user?" Click Cancel to exit or OK to remove their access."

• Advanced Sharing:

  Clicking the blue Advanced sharing link under the sharing options select-box opens additional sharing options.

  From the Sharing modal, you can toggle All Submissions on if you would like to designate a user to be allowed to view all of your submissions across all of your forms. When enabled, the remaining selection is a searchable dropdown box labeled Share with Selected Users. Select a user's name and a checkmark will appear beside it. Their name will also appear in the dropdown box. Click the blue Save button to apply the sharing or X to exit without saving.

  When the All Submissions toggle switch is off, you'll see two searchable dropdowns:

  • Submissions From Selected Forms - lists all forms you're included in. Select the form you'd like to share, a checkmark will appear beside it, and its name will appear in the dropdown.
  • Share with Selected Users - Select the user you'd like to grant access and their name will appear in the box. This allows the user viewing access to all your submissions, but only on the specified form.

  Click the blue Save button to activate the sharing or X to exit without saving.

  Clicking the blue Advanced sharing link under the sharing options select-box takes you to additional sharing options for you as a user.

  From the Sharing modal, you may select to turn on a toggle switch labeled, All Submissions. Do this if you would like to designate a user to be allowed to view all of your submissions to all of your forms. When this is switched on, the only remaining selection is a drop-down box, with search capability, labeled, Share with Selected Users. From this, you may select the user's name with whom you would like to share your viewing permissions. A checkmark will appear beside their name once selected, and will also appear in the drop-down box. Click the blue, Save button to submit this new share or "X" out of the modal to exit without saving.

  When the All Submissions toggle switch is set to off, you are left with two, searchable, drop-down boxes.

  • Submissions From Selected Forms - lists all the forms you are included in. Select the form you'd like to share, a checkmark will appear beside it, and the form name will appear in the drop-down box.
  • Share with Selected Users - Select the user you'd like to grant access to that form, and their name will appear in the box. This allows the user viewing access to all your submissions, but only on the specified form.

  Click the blue, Save button to activate the new share, or the X to exit without saving.

  Any existing shares appear at the bottom under Individual Shared Submissions or Submissions Shared by Form, showing the user's name and number of shared forms. Click a user's name to expand the list of shared forms, each with a (trash) icon. Clicking the trash icon prompts "Are you sure you want to delete this share?" Click Cancel to exit or OK to remove sharing for that form.

  When no sharing is configured, the modal displays "No submissions individually" under Individual Shared Submissions and "No submissions shared by form" under Submissions Shared by Form.

Reminders

Use Case: I need to be reminded to follow up on this next week.

If you would like an email and/or text message to be sent to you, at a specific time, that is linked to a submission, select Reminders from the Options menu of that submission. A modal will appear with these options:

• When - set the date for a single reminder, or for when you'd like multiple reminders to begin
• Frequency -
  • One Time - for one reminder, sent one time (on date set above)
  • Recurring - Select for reminders to be sent at an interval of your choosing
    • Interval - The number of units between reminders. Click and type in a number or use the up/down arrows.
    • Frequency - Select the unit of time (day, week, month, year) from the dropdown box.
    • Ends -
      • Never - Select to have reminders continue in perpetuity. These can later be deleted from this same modal, under Current Reminders.
      • On - Select to end reminders on a specified date. The Ends On date selection box appears with this option.
      • After - Select for reminders to end after a certain number have been sent. When selected, an Occurrences box appears to allow the number of reminders to be selected.
• Trigger - A trigger is an action that is auto-deployed at the time of a set occurrence in a form's workflow. If, at the time of the form's flow design, a trigger has been created, it will appear here as an option to deploy that trigger at the time specified by your reminder. Both the trigger's action and your reminder communication will occur when this is selected from reminders.
• Message - Type your desired communication for the reminder in this section. It will be sent as your reminder message via email, and SMS if selected, along with abbreviated submission info and a link to the submission.
• Send SMS - Toggle is off by default. Click to turn on if a text message reminder is desired in addition to the default email notification.
• Current Reminders - If any reminders are already set on the submission, they will appear here, listed with their Type and Message. If there are none, "No reminders set" will appear. You can set multiple reminders on a submission. Reminders can be deleted (stopped), before they are set to expire, by clicking the (trash) icon that appears beside their listing in current reminders.
• Click Cancel to exit reminders or click Add Reminder to set your reminder with the parameters you have selected.

Labels

Use Case: I want to categorize and organize my submissions for easy reference.

Labels allow you to tag submissions with custom, color-coded identifiers. Selecting Labels from the Options menu reveals a collapsible section with a searchable dropdown labeled Search labels....

Assigning Labels

Type in the search box to filter your existing labels, then select a label to assign it to the submission. A checkmark appears beside labels that are already applied. Click an applied label again to remove it from the submission.

Creating Labels

If your search term does not match any existing label, a Create "[name]" option appears at the bottom of the dropdown. Selecting it creates the new label and immediately assigns it to the submission.

Managing Labels

• Applied labels appear as colored badges below the search box. Click the X on a badge to remove that label from the submission.
• To permanently delete a label, click the (trash) icon beside the label name in the dropdown. This removes the label from all submissions it was assigned to. This action cannot be undone.

Label Colors

Each label is automatically assigned a color based on its name. The color remains consistent across all views and submissions, making it easy to visually identify labels at a glance.

User-Scoped Labels

Labels are private to each user. You can only see and manage labels you have created — other users' labels are not visible to you, and yours are not visible to them.

Filtering by Labels

Labels can also be used to filter submissions from the main submissions list. In the filter sidebar, use the Labels filter to select one or more labels and narrow your results to only submissions with those labels applied.

Reassign

Use Case - This submission needs to go to someone else on the team.

When a submission is pending on a user who is unable to take action, Reassign allows that user's action to be reassigned to a different user in the same group type. A group refers to the various user categories within the system that ensure appropriate access. For example, an administrative assistant's action can be reassigned to another user in the administrative assistant group. You cannot reassign to a user who already has an action assigned to them in that submission's workflow. The submission will continue in its normal workflow after the reassigned user has taken their action.

Only submissions with Pending status are eligible for reassignment. Additionally, only the user who processed the previous workflow step can access this option. Note: Administrators can reassign outside of these constraints using Transfer.

When selected, the Reassign modal appears with Select a user to reassign this submission to above a dropdown displaying available users. Below this, you can choose whether to Notify users of assignment—leave this enabled for the selected users to be notified, via email, of the reassignment.

Reassign to Me

Use Case - I requested info from the submitter, they provided it, now I'll handle it myself.

This option is available exclusively when you have chosen Request Info as your action on a submission that was Pending on Me. Once you receive the needed information from the other user, you can select Reassign to Me to change the status from Info Requested back to Pending without requiring further action from them.

Connected Submissions

When a form includes connected elements, submissions on that form may be linked to submissions on other forms. The Connected Submissions option appears when the submission you are viewing has data that is pulled from or contributed to other submissions. Selecting it filters your view to display only the related downstream submissions.

Connected Forms

When elements from the current form are used on other forms, the Connected Forms option appears. Selecting it navigates you to the connected form where those shared elements are used.

Print

If you select to print from the Options menu, the submission will be reloaded on its own page, from which you see the full, individual submission for printing.

Custom View

If the form has a custom page blueprint configured, the Custom View option appears. Selecting it navigates you to a custom-designed page that displays the submission's data in a layout defined by the blueprint. This option is only visible when a page-type blueprint exists for the form.

Download as PDF

Instantly downloads the submission to your device as a PDF.

Copy Submission

Use Case: I want to create a similar submission without re-entering all of the data.

Selecting Copy Submission creates a new submission, on a reloaded page, with the current submission's data pre-filled. You can then modify the information as needed before clicking Submit to create a new, unique submission. This is useful when creating multiple similar submissions without re-entering common information.

This option is available to any user with viewing permissions for the form or submission, not just its owner or submitter.

Restart Submission

Use Case: This submission needs to start completely over.

If you are the owner or submitter of a form, or an administrator, you have the option to restart a submission. This takes you to a page with the selected form submission reloaded, but not yet submitted. If you have any modifications to make, you can do so before clicking the blue "Submit" button at the bottom.

Important: This restarts your submission at the beginning of its workflow, and any actions that had already been taken will need to be completed again for it to reach approval. This action cannot be undone.

Delete Submission

As the owner or submitter of a form, or an administrator, you can delete a submission by selecting Delete Submission from the (Options) menu of that submission.

A confirmation modal will appear asking "Are you sure you want to delete this submission? This action cannot be undone." The modal displays the form name, submission ID, and creation time for verification.

Select Cancel to exit without deleting, or the red Delete Submission button to permanently delete the submission. Once deleted, the submission ID and data cannot be recovered.

Resend Email

Use Case- The assigned users didn't receive the email or it was lost or deleted.

Select this to resend a notification email to the currently assigned user or users. This sends to all users that have active notifies on this submission, but has a rate limit to prevent redundancy or abuse.