# Create a Form Submission Request

Source: https://docs.astalty.com.au/guide/forms/submission-request/create-request

> Send a request asking one or more people to complete a form.

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

## Overview

Use a Form Request to ask people to complete a form. One request can go to several people at once - team members, Participants, or people outside your organisation - and each of them receives their own email and their own request to complete.

Start from the [Create Request](https://app.astalty.com.au/forms/submission-requests/create) page, which you reach by clicking **Create Request** on the [Submission Requests](https://app.astalty.com.au/forms/submission-requests) page.

## Choosing the form

Click the **Form** dropdown and pick the form you want a submission for. Its description appears underneath so you can check you have the right one.

Click **Preview** to see what the form will look like to the person receiving it.

![The Request Form Submission page with the Participant Referral Form selected and its description shown, with arrows pointing to the Form dropdown and the Preview button](https://docs.astalty.com.au/assets/selecting-a-form-and-also-previewing-the-form.png)

The preview opens in a new tab. The watermark in the top right tells you the form is in preview mode.

![The Participant Referral Form opened in preview, showing its Participant Details section and fields as the recipient will see them, with the Preview Mode watermark in the top right corner.](https://docs.astalty.com.au/assets/form-preview.png)

> **Unpublished forms can't be requested**
>
> If you choose a form that is unpublished, Astalty tells you it can't be requested and hides the rest of the page. Publish the form first - see [Form Settings](https://docs.astalty.com.au/guide/forms/manage-forms/settings).

## Choosing who receives the request

Under **This form submission request will be sent to**, choose who you are asking. The options you see depend on the form:

- **Internal** forms can only be requested from **A Team Member**.
- **External** forms can also be requested from **A Participant** or **Someone else**.

### Team members

Select **A Team Member**, then choose one or more **User Groups** and individual **Team Members**. Every active member of a selected group receives their own request. Astalty shows which people each group will add before you send.

![The create request page with A Team Member selected and three team members, Sierra Runolfsson, Helena Grimes and Stella Lesch, chosen in the Team Members picker](https://docs.astalty.com.au/assets/forms-submission-requests-multiple-team-members.png)

### Participants

Select **A Participant**, then choose one or more **Participant Tags** and individual Participants. Participant Tags are available when the Participant Tags feature is enabled. Every matching Participant receives their own request.

> **Participants need an email address**
>
> Astalty won't let you send the request if any Participant you've selected has no email address on their profile. Add one to their profile first.

### Someone else

Select **Someone else** to send the request to people who aren't in your Astalty account - a family member, a Plan Manager, or an allied health contact, for example.

Enter a **Name** and **Email** for the first recipient, then click **Add Recipient** to add another row for each extra person. Use the **✕** at the end of a row to remove a recipient you no longer need.

![The Someone else option selected with two rows of Name and Email fields filled in for Margaret Chen and David Okafor, each with a remove cross, and an Add Recipient button](https://docs.astalty.com.au/assets/forms-submission-requests-external-recipients.png)

A single request can reach up to 5,000 people. For team members and Participants, Astalty counts each person once when selected groups, tags and individual choices overlap. If the selection is over the limit, reduce it before sending.

## Writing the title and message

The **Submission Request Details** section holds the **Title** and **Message** that the recipient sees. Fill both in before you send - the title isn't filled in for you. The title also becomes the subject line of the email the recipient gets, so write something that tells them what they're being asked to do.

### Personalising with placeholders

Because one request can go to several people, you can drop the recipient's own details into the wording rather than writing something generic.

Click **Insert placeholder** above the **Title** field, or the `{ }` button in the **Message** toolbar, and choose one of:

| Placeholder          | Inserts                   |
| -------------------- | ------------------------- |
| Recipient Email      | `${Recipient_Email}`      |
| Recipient First Name | `${Recipient_First_Name}` |
| Recipient Name       | `${Recipient_Name}`       |

![The Insert placeholder menu open below the Title field, showing Recipient Email, Recipient First Name and Recipient Name](https://docs.astalty.com.au/assets/forms-submission-requests-insert-placeholder-menu.png)

Placeholders can be used in the title, the message, or both. Astalty swaps each one for that person's own details as the requests are created, so every recipient gets their own wording.

![The Title field containing the Recipient Name placeholder and the Message field containing the Recipient First Name and Recipient Email placeholders, above the Create Request button](https://docs.astalty.com.au/assets/forms-submission-requests-placeholders-title-message.png)

> **Recipient First Name and external recipients**
>
> **Recipient First Name** comes from a team member's or Participant's profile. For a **Someone else** recipient there is no first name on record, so the placeholder comes out blank - use **Recipient Name** instead for those requests.

> **Keep titles short**
>
> The title is capped at 255 characters **after** the placeholders are swapped in, so a long title using a long name can be trimmed. Keep it brief.

## Sending the request

Click **Create Request** when you're happy with everything.

If the request is going to more than one person, Astalty first shows a **Confirm recipients** window listing every name and email address it is about to send to. Check the list, then click **Send to *n* recipients** - or **Cancel** to go back and adjust your selection.

## After you send a request

Each recipient gets their own request, and each appears as its own row on the [Submission Requests](https://app.astalty.com.au/forms/submission-requests) page. Click a row to open the request.

![The Submission Requests page under Forms, with a request row highlighted showing the form, an Awaiting Completion status, the request title, who it was requested for and when it was created.](https://docs.astalty.com.au/assets/what-this-looks-like-on-the-menu.png)

From an individual request, the **Actions** menu lets you view the activity log for that request, send the recipient a reminder, or cancel the request.

![A Form Submission Request page with the Actions menu open and highlighted, offering View Activity Log, Send a reminder and Cancel Request, beside the request's form, Awaiting Completion status and requester details.](https://docs.astalty.com.au/assets/following-sending-a-request.png)

Cancelling an outstanding request requires an internal **Cancellation Reason**. You can also email the submitter with a cancellation message. Cancellation cannot be undone.

> **Chasing several people at once**
>
> If you need to remind more than one recipient, don't work through them one by one - use **Actions > Send Reminders** on the Submission Requests page instead. See [Sending Submission Request Reminders](https://docs.astalty.com.au/guide/forms/submission-request/send-reminders).