Submissions

What This Feature Does

Submissions are the responses collected when users fill out your forms. The submissions system allows you to view, search, filter, export, and manage all collected data. You can also track submission locations, assign submissions to team members, and organize submissions with tags.

Viewing Submissions

Accessing Form Submissions

1. Navigate to "Forms" in the left sidebar
2. Click on the form you want to view submissions for
3. Click the "Submissions" tab
4. Submissions display in the default Table View

Understanding the Submissions List

The submissions list shows:

• Submission ID: Unique identifier
• Submitted By: User who submitted the form
• Submitted At: Date and time of submission
• Status: Submission status (if applicable)
• Field Values: Key fields configured to display

Viewing a Single Submission

1. Click on any row in the submissions list
2. A detail panel or page opens showing:
   • All field values
   • Submission metadata (date, user, location)
   • Attached files and images
   • Submission history
3. Use navigation buttons to move between submissions

Searching and Filtering

Quick Search

1. Use the search bar at the top of the submissions list
2. Enter search terms
3. Search looks across all text fields
4. Results filter in real-time

Advanced Filtering

1. Click the "Filter" button
2. Click "Add Filter"
3. Configure filter criteria:
   • Field: Select which field to filter
   • Operator: Choose comparison (equals, contains, greater than, etc.)
   • Value: Enter the filter value
4. Add multiple filters as needed
5. Use AND/OR logic for complex filters

Common Filter Examples

Filter by date range:

• Field: "Submitted At"
• Operator: "Between"
• Value: Start date to End date

Filter by status:

• Field: "Status"
• Operator: "Equals"
• Value: "Pending Review"

Filter by submitter:

• Field: "Submitted By"
• Operator: "Equals"
• Value: Select user

Saving Filter Presets

1. Configure your desired filters
2. Click "Save Filter"
3. Name your filter preset
4. Access saved filters from the filter dropdown
5. Saved filters appear in the filter menu for quick access

Sorting Submissions

Basic Sorting

1. Click any column header to sort by that column
2. Click again to reverse sort order
3. Arrow indicator shows current sort direction

Multi-Column Sorting

1. Sort by primary column
2. Hold Shift and click secondary column
3. Submissions sort by both columns

Geolocation Tracking

Forms can capture the location where submissions are made, useful for field inspections and site visits.

Understanding Geolocation Data

When enabled, each submission captures:

• Latitude: Geographic latitude coordinate
• Longitude: Geographic longitude coordinate
• Accuracy: Position accuracy in meters
• Source: How location was determined (GPS, network, IP)

Viewing Location Data

1. Open a submission detail view
2. Find the "Location" section
3. View coordinates and accuracy
4. Click "View on Map" to open in maps application

Location Data Sources

• GPS: Most accurate, requires device GPS
• Network: Uses cell towers/WiFi, less accurate
• IP: Approximate location from IP address

Privacy Considerations

• Location capture requires user consent
• Users may decline location access
• Forms work without location data if declined
• Location data is stored with submission

Submission Assignment

Assign submissions to team members for follow-up, review, or action.

Assigning a Submission

1. Open the submission detail view
2. Find the "Assigned To" field
3. Click to open the user selector
4. Select a team member
5. Assignment is saved automatically

Bulk Assignment

1. In the submissions list, select multiple submissions using checkboxes
2. Click "Bulk Actions"
3. Select "Assign To"
4. Choose a team member
5. All selected submissions are assigned

Filtering by Assignee

1. Click "Filter"
2. Add filter:
   • Field: "Assigned To"
   • Operator: "Equals"
   • Value: Select user (or "Me" for your assignments)
3. View only submissions assigned to that person

Assignment Notifications

When you assign a submission:

• The assignee receives a notification (if enabled)
• Assignment appears in their assigned tasks
• Email notification is sent (if configured in Workflows)

Tags and Organization

Use tags to categorize and organize submissions.

Adding Tags to Submissions

1. Open the submission detail view
2. Find the "Tags" section
3. Click "Add Tag"
4. Either:
   • Select an existing tag
   • Create a new tag by typing and pressing Enter
5. Tags are saved immediately

Managing Tags

Creating Tags:

1. In the submission view, type a new tag name
2. Press Enter to create
3. New tag is available for all submissions

Removing Tags:

1. Click the "x" on any tag to remove it
2. Tag is removed from this submission only

Filtering by Tags

1. Click "Filter"
2. Add filter:
   • Field: "Tags"
   • Operator: "Contains"
   • Value: Select tag
3. View submissions with that tag

Tag Best Practices

• Use consistent naming conventions
• Create tags for common categories (Priority, Review Status, etc.)
• Don't over-tag - keep it manageable
• Periodically review and clean up unused tags

Exporting Submissions

Export to CSV

1. Navigate to the submissions list
2. Apply any filters to narrow down data (optional)
3. Click "Export" button
4. Select "Export to CSV"
5. Choose fields to include:
   • All fields
   • Visible fields only
   • Custom selection
6. Click "Download"
7. CSV file downloads to your device

Export to PDF

1. Navigate to the submissions list
2. Select submissions to export (or export all)
3. Click "Export" button
4. Select "Export to PDF"
5. Choose template (if using Document Templates)
6. Configure PDF options
7. Click "Generate PDF"
8. PDF downloads or opens in new tab

Scheduled Exports

Set up automated exports:

1. Navigate to form settings
2. Find "Scheduled Exports"
3. Configure schedule:
   • Frequency (daily, weekly, monthly)
   • Recipients (email addresses)
   • Format (CSV, PDF)
   • Filters (optional)
4. Save schedule
5. Exports are sent automatically

Editing Submissions

When Editing is Allowed

Submission editing depends on:

• Form configuration settings
• User permissions
• Submission status

How to Edit a Submission

1. Open the submission detail view
2. Click "Edit" button (if available)
3. Modify field values as needed
4. Click "Save Changes"
5. Edit is recorded in submission history

Edit History

All edits are tracked:

1. Open submission detail view
2. Click "History" or "Activity" tab
3. View all changes:
   • What was changed
   • Who made the change
   • When the change was made
   • Previous and new values

Deleting Submissions

Deleting a Single Submission

1. Open the submission detail view
2. Click "Delete" button
3. Confirm deletion
4. Submission is removed

Note: Deleted submissions cannot be recovered.

Bulk Deletion

1. Select multiple submissions using checkboxes
2. Click "Bulk Actions"
3. Select "Delete"
4. Confirm deletion
5. All selected submissions are removed

Soft Delete vs Hard Delete

Depending on configuration:

• Soft Delete: Submission is marked as deleted but data is retained
• Hard Delete: Submission and all data is permanently removed

Submission Statuses

Understanding Statuses

Submissions can have workflow statuses:

• Draft: Started but not submitted
• Submitted: Completed and submitted
• Under Review: Being reviewed
• Approved/Rejected: Final status after review
• Custom statuses: Defined per form

Changing Submission Status

1. Open submission detail view
2. Find the "Status" dropdown
3. Select new status
4. Status change is recorded in history
5. Workflows may trigger based on status changes

Pagination

Navigating Large Datasets

The submissions list uses pagination:

• Default shows 25 submissions per page
• Use page controls to navigate
• Change items per page in settings
• Current page indicator shows position

Cursor-Based Pagination

For large datasets, pagination uses cursors for performance:

• "Next" loads the next set of results
• "Previous" loads the previous set
• Maintains filter and sort state across pages

Troubleshooting

If submissions aren't appearing

• Check filter settings - clear filters to see all
• Verify you have permission to view submissions
• Ensure submissions exist for this form
• Check date range if using date filters

If you can't edit submissions

• Verify your role has edit permission
• Check if form allows editing
• Ensure submission isn't in a locked status

If export isn't working

• Check export permissions
• Verify data exists to export
• Try smaller date ranges for large exports
• Check browser download settings

If location data is missing

• Verify location capture is enabled on the form
• Check if user granted location permission
• Note that location is optional and may be declined

If tags aren't saving

• Check your permissions
• Refresh the page and try again
• Verify internet connection

Best Practices

• Filter regularly: Don't scroll through thousands of submissions
• Use saved filters: Create filters for common searches
• Export periodically: Back up important data
• Tag consistently: Use standard tags across your team
• Review assignments: Ensure submissions are being handled
• Check locations: Verify field submissions are from expected locations
• Track history: Use edit history for audit trails

What's Next

After managing submissions, you may want to:

• Set up Workflows for automated notifications
• Create Document Templates from submission data
• Explore different Views for your data
• Configure Permissions for access control