After you’ve created a form and distributed it, the next step is to manage incoming submissions.
This article reviews:
- Viewing Form Submissions
- Reviewing and Approving Forms
- Exporting All Submissions of a Form
- Approving Form Submissions in Bulk
Viewing Form Submissions
Form submissions can be reviewed across-form based on the responsible reviewer/approver or alternatively by form showing all submissions for one particular form regardless of assigned reviewers.
Viewing form submissions by reviewer/approver
This method is the simplest option for a user who may be responsible for reviewing multiple forms across Engage. To begin, switch to the Manage view. Scroll to the bottom of the page until you see "General Forms" under Pending Submissions. This will show you a list of all of the forms you have the ability to either review or approve/deny.
Note that any form that does not have an enabled approval process will not appear in your General Forms queue from this view.
Click the name of a form, or click "View All" to see all of the forms in your queue. When you select View All, you will have some filtering options. Any user can filter between submissions based on their status: pending, approved, denied, or received. Certain users may also see an additional "Showing" filter. This filter dynamically updates based on your relationship to the submissions in the queue. Most users will not see this box at all, but any user who serves as both a reviewer and an approver on form submissions will see the ability to filter between various submissions.
Viewing form submissions by form
If the form is hosted at the community level, switch to the Admin view and open "Forms" under the Configure dropdown menu. Select the "Submissions" button next to the form of interest.
If the form is hosted at the organization level, switch to the Manage view and select your organization. Open the organization drawer and choose Forms. Select the "Submissions" button next to the form of interest.
Reviewing and Approving Forms
Select the name of the form to review its contents. On the submission page, you will see the ability to expand/collapse all sections to make your reviewing easier. You can also print the submission or generate a PDF. At the bottom, you'll see a discussion section where you can leave comments that will be visible to others involved, including the submitter of the form and any other administrators with access to the submission.
If you have full forms access to the submission, you can approve or deny the submission when you are ready. Remember that final approval is not based on reviewer feedback and that final approvers can make this decision at any time. A community admistrator can also revise the submission before choosing to approve or deny.
If you are a voting reviewer, simply give your thumbs up or thumbs down to indicate whether you think the form should be approved. If you are a non-voting reviewer, you can comment on the submission using the discussion wall.
Revising Form Submissions
Community Administrators have the ability to revise form submissions while they are in a pending state through their review page. The form must have a review process enabled. Revising a form submission creates a new record of the submission, preserving the previous record for reference. The original submitting user and all reviewers will be notified of the revision as well as the name of the user who revised the submission. The reviser of the submission can then proceed to either approve or deny the form, or leave the form where it is and it will remain in the form review queue for any other reviewers to review or approve.
Exporting All Submissions of a Form
At any point, you can export form submissions in mass. Navigate to the Forms page that hosts the form (either through managing the hosting organization or Admin depending on where the form was created). submissions in mass, simply click the "Export" button next to the name of the intended form. These submission exports run through a queue and you will receive an email as soon as the report has been processed.
When exporting your Form Submissions in bulk, you will have the option to either export an Excel document or a zip file containing PDFs (and the relevant attachments) for every Submission.
Approving Form Submissions in Bulk
You can approve multiple form submissions to a single form in mass. Navigate to the Forms page that hosts the form (either through managing the hosting organization or Admin depending on where the form was created). To export all submissions in mass, simply click the "Submissions" button next to the name of the intended form and then check each submission you would like to approve in bulk.