After you’ve created a form and distributed it, the next step is to manage incoming submissions. To begin, navigate to the Forms tool either in your organization's Action Center or in the Admin view, depending on where the form was created. On the right side of the page, you should see a Submissions option next to each form.
Next, you’re provided the list of submissions. By default, this displays all pending submissions but you can change the filter to show approved or denied submissions. On the right side of the page, you should see a view icon that directs you to the Review Submission page. This is where you can view the contents of the submission and eventually approve or deny it.
Approving and Denying Submissions
The Review Submissions page shows you a list of every page within the form. Click on the name of a specific page to view a user’s responses, or click on the first page to progress through the form page by page. Pending submissions cannot be edited but they can be edited later after they are approved or denied. When reviewing submissions, the functions are largely the same between the organization and Administration levels but there are some differences worth noting. Continue reading in the section relevant to you.
When reviewing submissions in an organization, you’re provided a discussion box on the right side of the page. This is your method for communicating with other users that have form access about the submission.
At the bottom of the page, you’re provided a comment box where you can internally communicate with other administrators or reviewers who have access to this form submission.
When reviewing submissions in Admin view, you’re provided the approve/deny options on the right side of the page. As soon as you make a decision, you’ll be provided a text box in which you can enter a custom message that will be visible to the submitting user.
Below the approval widget, you’ll see the Reviewers section. Any reviewers included on the submission will be listed here with their decision. Remember, a reviewer approving or denying the submission does not affect your ability to decide the request – their decisions are treated as “feedback” in the system and do not hold any weight on the final decision.
At the bottom of the page, you’re provided a comment box which is an internal dialogue with other Administrators.
At any point, you can export form submissions individually or in mass. To export a specific form, simply click the print icon (either on the submission list or when viewing a specific submission). This will generate a PDF which can be saved or printed. To export all submissions in mass, simply go to the submission list and locate the Export All button at the top of the page. Note: These submission exports run through a queue and you will receive an email as soon as the report has been processed.