# Viewing Submissions for a Form

Source: https://docs.astalty.com.au/guide/forms/manage-forms/submissions

> View all submissions for a form in list or table view.

Astalty Premium - This feature is part of the Astalty Premium plan. See What Premium includes.

## Overview

Open a Form's **Submissions** tab to review the submissions you have permission to see. Switch between list view for a concise history and table view for answers arranged by field.

For a restricted Feedback & Complaints Form, only the users and User Groups named under **Who can view form submissions?**, plus the Account Owner, can access its submissions and related complaint entries. The Admin or Manager role does not override that list. See [Form Settings](https://docs.astalty.com.au/guide/forms/manage-forms/settings#who-can-view-form-submissions).

> **Looking for a summary across all submissions?**
>
> To see charts and statistics for the form as a whole - such as response rates and a card for every question - head to the [Report](https://docs.astalty.com.au/guide/forms/manage-forms/report) tab.

> **Leaving a note on a submission?**
>
> Every submission has its own **Comments** section for internal follow-up notes - see [Commenting on Form Submissions](https://docs.astalty.com.au/guide/forms/manage-forms/commenting-on-form-submissions).

### List View

![A form's Submissions page in List View, with arrows pointing to the List View button and the Filter button, whose menu offers Unread Submissions, Status and Submitted at. The list shows Submitted By, Submitted At and Last Viewed By columns.](https://docs.astalty.com.au/assets/forms-list-view-1.png)

List view shows one submission per row with these columns:

- **Submitted By**
- **Submitted At**
- **Last Viewed By**

Select any column heading to sort the list by that column. Use the search box to find a submission, or filter by unread submissions, status or submitted date.

### Table View

![A form's Submissions page in Table View, with an arrow pointing to the Table View button and a table whose columns are the form's questions, such as First Name, Last Name, Date of Birth, Email Address, Support Coordinator and Are we doing OT?](https://docs.astalty.com.au/assets/forms-table-view-1.png)

Table view arranges the form's questions as columns, with one submission per row. The columns depend on the fields used in the form. Use the search box to find data in this view.

## 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. By default, only Admins can edit a submitted field.

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.

![A form submission opened from All Submissions, with an arrow pointing to the Edit pencil icon and its Edit tooltip beside the First Name field.](https://docs.astalty.com.au/assets/edit-forms-1-1779887848-guide.png)

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. If the field controls [conditional logic](https://docs.astalty.com.au/guide/forms/conditional-logic-forms), the save can also reveal or set aside other answers - see [Follow-Up Questions Update When You Edit an Answer](#follow-up-questions-update-when-you-edit-an-answer) below. Otherwise, nothing else on the submission is altered.

![A Therapy Intake Form submission with the First Name field switched into edit mode and the value changed to Nora, highlighted with the cancel and save controls beside the input.](https://docs.astalty.com.au/assets/edit-form-2-1779887846-guide.png)

> **Archived submissions can't be edited**
>
> Archiving locks a submission's answers. No edit icon appears on an archived submission, whatever your role - see [Archiving Forms](#archiving-forms).

### 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
- Multi Select
- Address
- User Select

Every other field type stays locked once the form has been submitted, including File Upload, Rating, Annotated Image, Participant 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 cannot be edited, no edit icon appears next to it. Astalty displays the answer as submitted.

> **Address fields must be chosen from the lookup**
>
> Editing an Address field uses the same address lookup as the original form, so you need to pick a suggested address rather than typing one freehand. Saving replaces the whole address, not just the part you changed.

> **Multi Select fields keep their required check**
>
> Editing a Multi Select field saves the whole set of ticked options, replacing what was submitted. If the field is required, you need to leave at least one option selected - clearing all of them is rejected, the same as leaving any other required field blank.

Editing a User Select field - such as a Support Coordinator question on a register entry - opens a staff picker pre-filled with everyone currently picked. You can pick more than one person, from the account's active staff. The same required check as Multi Select applies: clearing a required User Select field down to nobody is rejected.

![A form submission's Support Coordinator field in edit mode, a User Select staff picker with Sierra Runolfsson selected and cancel and save controls beside it.](https://docs.astalty.com.au/assets/forms-edit-user-select-field.png)

> **An incident's involved staff question stays read-only**
>
> An Incident form's **Which staff members were involved?** question is also built as a User Select field, but it stays locked here because it determines the incident's involvees. Change it from the incident itself instead - see [How to add an Involved Person](https://docs.astalty.com.au/guide/incidents/incident-follow-up#how-to-add-an-involved-person).

> **Referral names stay in sync**
>
> If the submission is a Referral and you edit the field mapped to the Participant's first or last name, the Participant name shown against the [Referral](https://docs.astalty.com.au/guide/referrals) is updated to match.

### Follow-Up Questions Update When You Edit an Answer

Changing an answer that controls [conditional logic](https://docs.astalty.com.au/guide/forms/conditional-logic-forms) re-evaluates its follow-up questions in the same save, instead of waiting for a fresh submission.

If the change **unlocks a follow-up question**, it appears as "Not answered" after the answer that reveals it, with a required marker (\*) if it's required - the marker shows but doesn't block saving the rest of the submission. Click its **Answer** pencil to fill it in. A field type that [can't be edited inline](#which-fields-can-be-edited) stays "Not answered" with no Answer pencil - there's no way to supply a value for it on this submission.

![A form submission where Are we doing OT? was changed to Yes, revealing two follow-up questions, OT goals\* and OT provider, each shown as Not answered with an Answer pencil icon.](https://docs.astalty.com.au/assets/forms-submission-revealed-questions-guide.png)

If the change **hides a follow-up question**, its existing answer moves into a collapsed **Answers that no longer apply (N)** section at the bottom of the submission. The answer is kept, not deleted, and returns to its place if you change the controlling answer back.

![A form submission where Are we doing OT? is now No, with the expanded Answers that no longer apply (2) section listing the set-aside OT goals and OT provider answers and a note that they come back if that answer is changed back.](https://docs.astalty.com.au/assets/forms-submission-answers-no-longer-apply-guide.png)

A confirmation message tells you how many answers were moved or restored after you save.

Set-aside answers are left out of the submission's PDF export, the [Form Submissions Export](https://docs.astalty.com.au/guide/exports/form-submissions-export) spreadsheet, and the Public API - only the submission's current, visible answers are included. Answering a revealed question follows the same rules as editing a field, so it isn't available on an archived submission.

### Viewing a Field's Edit History

Once a field has been edited, an audit trail icon appears beside it.

![A Therapy Intake Form submission whose edited First Name field now shows Nora, with an arrow pointing to the audit trail icon beside it.](https://docs.astalty.com.au/assets/edit-form-3-1779887845-guide.png)

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.

For a **Multi Select** or **User Select** answer, the trail names the options or people that were added or removed. If the same selections are kept in a different order, it records the new order. Participant, user and Site selections appear by name rather than as internal identifiers.

![The Audit Trail for a form field, listing Admin User's value change from Norma to Nora and the original submitted value, Norma.](https://docs.astalty.com.au/assets/edit-form-4-1779887843-guide.png)

Anyone who can view the submission can open a field's edit history.

## 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
- Delete

> **Need a paper copy of the form?**
>
> **Download Blank Form** gives you an empty, printable PDF of the form this submission belongs to - handy when someone needs to fill it in by hand. See [Downloading a Blank Form](https://docs.astalty.com.au/guide/forms/manage-forms/download-a-blank-form).

### 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**.

![A form submission opened from All Submissions, with the Actions menu open and an arrow pointing to Export as PDF. The menu also lists Download Blank Form, Archive, Assign to Participant, Assign to User and Delete.](https://docs.astalty.com.au/assets/forms-export-1.png)

The generated PDF includes the submission's current, visible responses - [set-aside answers](#follow-up-questions-update-when-you-edit-an-answer) are left out - along with any associated summary sections, providing a complete and professional record suitable for sharing, printing, or secure storage.

Before exporting, tick **Exclude staff surnames** if the PDF should show staff first names without their surnames.

![The exported PDF of a Feedback Form submission, with the organisation logo, Submission Details showing when it was submitted, Organisation Details with the NDIS Provider Number, and the submitted answers below.](https://docs.astalty.com.au/assets/forms-export-2.png)

> **Exporting multiple submissions at once**
>
> To bulk export a form's submissions as an Excel spreadsheet or PDFs, use the [Form Submissions Export](https://docs.astalty.com.au/guide/exports/form-submissions-export) on the Exports page.

### Archiving Forms

This section covers archiving a form submission, rather than archiving the form definition itself.

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

- Referrals
- Incidents
- Participant Forms

Archiving still keeps the submission and its answers. Archived submissions remain available for export unless you select **Exclude archived submissions** on the [Form Submissions Export](https://docs.astalty.com.au/guide/exports/form-submissions-export). You can restore an archived submission later - filter for it, open it, and select **Unarchive** from Actions.

![A form submission opened from All Submissions, with the Actions menu open and an arrow pointing to Archive.](https://docs.astalty.com.au/assets/archive-form-1.png)

> **Need to remove the data for good instead?**
>
> Archiving hides a submission but keeps its data. To remove a submission's answers and files entirely, see [Permanently Deleting a Form Submission](#permanently-deleting-a-form-submission) below.

### 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 appears in the **Forms** section of the Participant's profile.

For more information on this menu see [Participant Forms](https://docs.astalty.com.au/guide/participants/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](https://docs.astalty.com.au/guide/referrals/referral-follow-up#updating-an-existing-participants-profile-from-a-referral) for how the field preview works.

![A form submission opened from All Submissions, with the Actions menu open and an arrow pointing to Assign to Participant.](https://docs.astalty.com.au/assets/assign-participant-1.png)

### 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.

![A form submission opened from All Submissions, with the Actions menu open and an arrow pointing to Assign to User.](https://docs.astalty.com.au/assets/assign-user-1.png)

### Removing a Participant or User Association

If a submission was assigned to the wrong Participant or staff member, remove that link without deleting the submission.

The submission's **Associations** panel lists everything it's linked to - Participants, users, shifts, supports and sites.

To remove a Participant or user association:

1. Open the form submission.
2. On the **Associations** panel, open the row's action menu (**⋯**).
3. Select **Remove Association**.
4. Confirm.

![The Associations panel's row action menu open on a User association for Stella Lesch, with Remove Association highlighted below View User.](https://docs.astalty.com.au/assets/forms-submission-remove-association-menu-guide.png)

Only **Participant** and **user** associations can be removed this way. Shift, support, group support and site associations are created by Astalty itself, so no Remove Association option appears on those rows.

> **The submission itself is not deleted**
>
> Removing the association only takes the submission off that Participant's or user's record - the submission and its answers are unaffected.

> **Not available on an archived submission**
>
> Remove Association is hidden once a submission is archived, the same as Assign to Participant and Assign to User.

### Permanently Deleting a Form Submission

Deleting a submission permanently removes the submission and its answers. Uploaded files are removed from the submission. Files also saved elsewhere in Astalty remain there. Use **Delete** when the submission itself needs to go, or [archive it](#archiving-forms) when you need to keep its history.

> **Deleting a form submission cannot be undone**
>
> Once deleted, the submission no longer appears anywhere, including in any export. There is no way to restore it.

By default, only Admins can delete a form submission. To delete one:

1. Open the form submission.
2. Click **Actions**.
3. Select **Delete**.

![The Actions menu on a form submission, with Delete highlighted at the bottom of the list.](https://docs.astalty.com.au/assets/forms-submission-delete-actions-menu.png)

4. Confirm by clicking **Delete** on the **Delete Form Submission** dialog.

![The Delete Form Submission confirmation dialog, warning that deletion cannot be undone, with Cancel and Delete buttons.](https://docs.astalty.com.au/assets/forms-submission-delete-confirm.png)

A submission that created a **Referral**, **Incident**, or **Feedback** record can't be deleted, because deleting the submission alone would not remove the data copied into that record. Archive the submission instead.

## Submitted Documents

Files attached through a **File Upload** field, plus anything added during follow-up, are listed in the **Submitted Documents** panel at the bottom of the submission. Click **Upload Documents** to add more, or use a row's **⋯** menu to view, download or delete a single file.

### Downloading All Documents

To download every attached file at once:

1. Open the form submission.
2. In the **Submitted Documents** panel, click **Actions**.
3. Select **Download All**.

![The Submitted Documents panel listing three documents, with the Actions menu open and Download All highlighted.](https://docs.astalty.com.au/assets/forms-submitted-documents-download-all-guide.png)

Astalty builds a single zip named for the date you download it and the form - `18-09-2026 Incident Report Submission Documents.zip`. Documents that share a filename are numbered `(1)`, `(2)` inside the zip so none are overwritten.

> **Download All ignores the search box**
>
> Searching the **Submitted Documents** panel narrows the rows you see, not the zip - **Download All** always includes every document on the submission. The **Actions** button only appears once the submission has at least one document.

> **Download All is separate from the submission's own Actions button**
>
> This **Actions** menu sits on the **Submitted Documents** panel and covers attached files only. The [Action button](#form-submission-action-button) at the top of the submission is where you export the submission itself as a PDF, archive it, or assign it.