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.

Form Submission Action Button

Within the Action button you have several options;

• Export as PDF

• 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 click here.

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.

Editing a Submission

Admin users can edit certain fields on a submitted form without needing to request an updated submission. Every change is tracked automatically, so there's always a clear record of what was updated, who made the change, and when.

How to Edit a Submitted Form

1. Open the submitted form you want to update.

2. Move your mouse over the field you want to change.

3. Click the pencil icon that appears beside that field.

4. Update the information.

5. Click the tick to save, or the X to cancel.

The updated value will appear straight away after saving.

What can be edited

Not all field types can be edited after submission. The table below shows which are supported.

If a field cannot be edited, the pencil icon will not appear when you hover over it.

Viewing Edit History

When a field has been updated, you can view a history of all changes made to it directly from the field itself. The edit history shows what the previous value was, what it was changed to, who made the change, and when the change was made.

This audit history is created automatically each time a supported field is edited.