Form Submissions

Viewing Submissions

To view submissions:

1. Navigate to the Forms page and click on the form you want to view submissions for.
2. Click on the View Submissions list item.
3. A list of submissions will appear with the following information:
   • Submitter: It will display one of the following:
     • User: The user who the form submission was assigned to (in the case of a user assignment)
     • Team: The team that the submission was submitted for (in the case of a form assignment)
     • Location: The location that the submission was submitted for (in the case of a form assignment)
     • Date: The date that the submission was submitted
   • Date Information: Depending on if the form has been submitted or a due date was attached to this form submission, it will display one of the following:
     • Due Date: The date that the submission is due (in the case of a form assignment)
     • Submission Date: The date that the submission was submitted (in the case of a user assignment)
   • Status: The current status of the submission. This could be any of the following:
     • Started: The submission has been started but not completed.
     • Completed: The submission has been completed.
     • Late: The submission has been completed after the due date.
     • Needs Approval: The submission has been completed and is pending approval.
     • Approved: The submission has been approved.
     • Rejected: The submission has been rejected.
     • Expired: The submission can no longer be submitted and is past the due date.
     • Not Started: The submission has not been started.
   • Lightning Bolt: If the submission was created by a trigger, a lightning bolt will appear next to the submission.
4. Click on the submission to see the responses

How does the system know which submissions to show me?

The system checks your role in the organization. If you’re an Owner or an Admin, you can see all submissions for the form.

Team or Location Specific Access: If you’re not an Owner or Admin, the system then looks at your specific team or location:

• Team Members: If you’re part of a team, you’ll only see submissions from your team and any subordinate teams.
• Location Specific: If you’re associated with a specific location instead of a team, you’ll see submissions from that location.

Note: If there are no submissions to view, you will not be able to Click on the View Submissions list item.

Layouts

There are two layout options for viewing submissions:

• List: This is the default layout. It displays submissions in a list format.
• Image Gallery: shows the photos from every submission together in one gallery.

The Submissions Page

Video walkthrough · 0:55Find a past submissionEvery form your team has sent in, in one searchable list

Walkthrough of “The Submissions Page”

The Submissions page in the main menu collects every submission you have access to, across every form, rather than one form at a time. Use it when you know roughly what you are looking for but not which form it came from.

Three controls narrow the list:

• Search: matches the form name and the person who submitted it.
• Submitted By: Everyone or Me. Me is the quickest way back to your own work.
• Status: any combination of the statuses listed above, so you can show only what needs approval, or only what expired.

The same access rules apply as anywhere else. Owners and admins see every submission in the organization; everybody else sees their own team or location and anything beneath it.

Click any row to open the submission and read the answers exactly as they were given. The menu at the end of a row exports that single submission.

---

Viewing Responses

Who can do thisOwnerAdmin

1. When on the View Submissions page, click on the submission you want to view.
2. All the responses the user provided will be displayed.
3. You can also view the comments and attachments associated with the submission.
4. Any response that fails or passes the evaluation will be highlighted in red or green respectively.

Details about the submission appear at the top of the page:

• Form Name: The name of the form.
• Submitted: The date and time the submission was made.
• Submitted By: The user who submitted the form.
• Time To Complete: The time it took to complete the form.
• Distance From Location: The distance from the location where the form was submitted (if applicable).
• Score: The submission’s score, added up from the scored questions.
• Approved: The date and time the submission was approved (if applicable).
• Approved By: The user who approved the submission (if applicable).
• Due: The due date of the submission (if applicable).
• Assignment: The assignment this submission was made for (if applicable).
• Trigger: The Trigger that created the submission (if applicable).
• Approval Status History: The history of approvals for the submission, including the date and time of each approval and the user who approved it.

Downloading Files from Submissions

1. When Viewing a Submission, find a response that has a file upload.
2. Click on the “Download” button to download the file to your device

Editing A Submission

A submission can be edited only if:

• The role of the user is Owner or Admin
• The form has “Submitter Can Edit” enabled and the user is the submitter of the submission

1. When Viewing a Submission, click on the “Edit” button in the top right corner
   • If this is not available, then the criteria for editing a submission has not been met.
2. Edit the responses as desired (changes are automatically saved)
3. Click “Done” in the top right corner to exit edit mode.

Creating a New Submission

Video walkthrough · 0:58Submit a formComplete a checklist and watch a branch question appear

Walkthrough of “Creating a New Submission”

You need access to the form in order to create a new submission. You can configure form access in the Form Access section.

1. Navigate to the Forms page and click on the form you want to create a submission for.
2. Click on the New Submission list item.
3. Fill out the form as desired.
4. Click Submit to submit the form.

Viewing A Draft

Video walkthrough · 0:55Finish a draftWhere a half-finished form goes, and how to pick it back up

Walkthrough of “Viewing A Draft”

If a user starts a submission but does not complete it, the submission will be saved as a draft.

Drafts come from ad-hoc submissions — a form the user started from their Forms page and left unfinished. Assigned work is not a draft: a form assigned to someone stays on their My Tasks page until it is completed, whether or not they have begun answering it.

1. Navigate to the Drafts page.
2. Click on the draft you want to view.
3. Fill out the form as desired.
4. Click Submit to submit the form.

Deleting a Submission

Who can do thisOwnerAdmin

1. When on the View Submissions page, find the submission in the list you want to delete.
2. Click on the dots next to the submission.
3. Click “Delete”

Or

1. When Viewing a Submission, click on the “Delete” button in the top right corner

Comments

Viewing Comments

1. When Viewing a Submission, click on the “Comment” button in the top right corner under “Submission Details” pane.
2. The comments will appear at the side of the page.

Leaving A Comment

1. When Viewing a Submission, click on the “Comment” button in the top right corner under “Submission Details” pane.
2. The comment editor will appear at the side of the page. Enter your comment and click “Post”.

Some additional features for comments:

• Mentions: You can mention users in the comment by typing @ followed by their name. This will notify them of the comment.
• Quoting Comments: You can quote a comment in your comment by clicking the dots next to the comment and selecting “Quote”. This will insert the quoted comment into your comment editor.
• Attachments: You can attach files to your comment by clicking the “Paperclip” button in the comment editor, or dragging and dropping files.

Deleting A Comment

1. When Viewing a Submission, click on the “Comment” button in the top right corner under “Submission Details” pane.
2. Click on the dots next to the comment you want to delete.
3. Click “Delete”

Editing A Comment

1. When Viewing Comments, click on the dots next to the comment you want to edit (you can only edit your own comments).
2. Click “Edit”
3. Edit the comment and click “Save”
4. Click “Cancel” to cancel the edit

Exporting Submissions

Who can do thisOwnerAdmin

Note: If there are no submissions you will not be able to export.

Export Multiple Submissions

1. When on the View Submissions page, select the date range you want to export submissions for.
2. Click the “Export” button icon
3. See Export Options for more information
4. Click “Export” to export the submissions

Export Single Submission

1. When on the View Submissions page, click on the submission you want to export.
2. Click the “Dots” button icon next to the submission
3. Click “Export
4. See Export Options for more information
5. Click “Export” to export the submission

Export Options

• Export Type: Choose the type of export. Options are “email” or “file”.
• Format: Choose the format of the export. Options are “csv” or “pdf”.
• Date Range: Select a start and end date for the range of submissions to be exported.
  • Note: This option is only available when exporting many submissions. If no date range is selected, all submissions will be exported.
  • Note: If there are no submissions for the selected date range, no export will be generated.
• Email: If the export type is “email”, enter an email address to which the exported data will be sent.
• Include Archived Fields: If checked, archived fields will be included in the export.
  • Note: This option is only available when exporting many submissions.