Viewing Submissions for a Form

Overview

The Submissions menu option allows (if you have the permissions) to view all submissions to the form selected. You can view this in one of two was by list view or by table view.

List View

List view shows the submission in a list with the following headings;

• Form Name
• Submitted By
• Submitted At
• Last Viewed By

This view can also be filtered by latest submissions and also can be searched using the search bar.

Table View

Table view displays the submissions in the form of a table, similarly to how a .CSV file would. You can see the information in line with how the form is created utilising the elements as headings within the table. The Table will differ depending on the elements used. You can search for data in this view by using the search bar.

Editing a Submitted Field

You can correct an answer on a submitted form in place, without asking the person who filled it in to send through a new submission. It is meant for fixing entry errors — a misspelt name, a wrong NDIS number, a date typed incorrectly — while keeping the original submission and a record of every change.

To edit a field:

1. Open the form submission.
2. Hover over the field you want to change and click the pencil (Edit) icon.
3. Update the value.
4. Click the tick to save, or the cross to discard the change.

The field becomes an input of the same kind it was built as — a date picker for a Date field, a drop-down for a Dropdown field, an address lookup for an Address field, and so on. Saving records the change against that field; nothing else on the submission is altered.

Which Fields Can Be Edited

These field types can be edited after submission:

• Single Line Text
• Multi Line Text
• Email
• Mobile Phone
• Number
• Money
• Date
• Date and Time
• Dropdown
• Radio Buttons
• Checkbox
• Address

Every other field type stays locked once the form has been submitted, including File Upload, Multi Select, Rating, Annotated Image, Participant Select, User Select and Site Select. Fields inside a Repeater can't be edited either, and layout elements such as Header, Divider, Rich Text Block and Image hold no answer to change.

If a field type can't be edited, no edit icon appears next to it — the answer is simply displayed as it was submitted.

Viewing a Field's Edit History

Once a field has been edited, a history icon appears beside it.

Click the icon to open the Audit Trail for that field. It lists every change made to the answer — the previous value, the new value, who made the change and when — alongside the value that was originally submitted.

Anyone who can view the submission can open a field's edit history, so you don't need edit access to check what was changed.

Form Submission Action Button

Within the Action button you have several options;

• Export as PDF
• Download Blank Form
• Archive
• Assign to Participant
• Assign to User

Exporting Individual Form Submissions to a PDF

You can export any completed Form Submission as a PDF, including the full submission details and summary information where applicable.

To export a Form Submission:

1. Navigate to Forms from the main menu.
2. Select All Submissions.
3. Open the relevant Form Submission.
4. Click Actions.
5. Select Export as PDF.

The generated PDF will include all submitted responses, along with any associated summary sections, providing a complete and professional record suitable for sharing, printing, or secure storage.

Archiving Forms

You can archive form submissions within the submission itself. When you do this, you submission will no longer display within any menu it was previously displaying in, this includes the following menus options;

• Referrals
• Incidents
• Participant Forms

When you archive a form submission you cannot unarchive the form submission and the process cannot be reversed. If you archive a form submission it will still be included within the export for the specific submission.

Assigning a Form to a Participant

You can link a completed form submission directly to a Participant’s profile from within the submission itself.

Once assigned, the form will be accessible in the Forms section of the Participant’s profile, allowing you to easily view and reference it in the future.

For more information on this menu see Participant Forms.

If the form has fields mapped to Participant profile fields — a Referral & Intake form, for example — the Assign Participant drawer also lets you tick Update the participant's profile with this form's mapped fields and copy the submitted answers onto the Participant's profile. See Updating an Existing Participant's Profile from a Referral for how the field preview works.

Assigning a Form to a User

Completed form submissions can also be assigned to a User’s profile.

When assigned, the form will appear in the Forms section of the staff member’s profile, ensuring the submission is stored against their record for easy access and ongoing reference.

This helps maintain accurate documentation and keeps relevant records connected to the appropriate team member.