Submissions
A submission is one filled-in copy of a form. This is where you read what came in, find a particular one again, and move it on: download it as a PDF, send it for signature, or archive it once you are done with it.
Submissions belong to the workspace that owns the form, so anyone who administers that workspace can read them. Members who can fill a private form cannot read what anyone submitted. See roles and workspaces.
Two places to read them
| View | Where | Shows |
|---|---|---|
| A form's submissions | The Submissions icon on a form in your forms list | Every submission to that one form, with its full history |
| Submissions | Submissions in the header | The newest submissions across all of the current workspace's forms, in one table |
Use the form's own page when you are working through one form. Use the Submissions page to see everything arriving at once, and to find something when you don't remember which form it came in on.
A form's submissions
Each row shows when it arrived, who sent it, a preview of the first few answers, and its signature status.
| Column | Notes |
|---|---|
| Submitted | Date and time it arrived |
| By | The person's name, or their email, or "anonymous" on a public form where they gave neither. A submission that came in through a prefilled link says "via" and the link's label underneath |
| Preview | The first few answers. Sensitive answers show masked here |
| Signature | Where the submission stands if it has been sent for signature. Blank if it never has been |
View opens the whole submission, laid out the way the form is: loose questions first under General, then each section, with each entry of a repeatable section as its own labelled run ("Vehicle 2", "Vehicle 3"). From there you can download it as a PDF (see PDFs of a submission) and, on a form with sensitive fields, reveal them (see sensitive fields).
The search box matches the submitter's name and email, the prefilled link's label, the signature status and the preview answers.
The Submissions page
The Submissions page lists submissions to every form in the workspace you have selected, newest first. It adds a Form column and three filters.
| Filter | Does |
|---|---|
| Search | Matches the form's title, the submitter, the signature status and the preview answers |
| Form | Narrows the table to one form. Only forms that have submissions are listed |
| Source | Narrows to submissions that arrived through CivicPort or through FormsUI. Appears only when the workspace has received both |
| Show | Active, Archived or All |
Click the Form, Submitted or By heading to sort by it. The table pages at 10, 25, 50 or 100 rows. Open takes you to that form's own submissions page, and Send for signature works from here exactly as it does there.
The page holds the 200 most recent submissions. When a workspace has more than that, the page says so; open a form to see its full history, or archive what you are finished with so the list stays current.
Switching workspace clears the Form and Source filters, since the form you had picked may not exist in the other workspace.
The Source filter
A form can be filled from either product: a CivicPort community's public form can be opened on a CivicPort address or a FormsUI one. Every submission records which product it came through, from the person's account if they were signed in, or from the address they used if they weren't.
Most workspaces only ever see one, and a filter with one choice says nothing, so the Source filter and the small CivicPort or FormsUI tag beside each name only appear once a workspace has submissions from both.
Submissions received before this was recorded carry no source. They appear under All sources only, and are never guessed at, because a community's form could have been filled through either address.
Archiving
Archive a submission when you are done with it rather than leaving it in the way. Archiving hides it from the default view and keeps it: it is still there under Show: Archived, and Restore puts it back.
Tick rows to archive or restore several at once. The buttons for that only appear once something is ticked. Selection only ever covers the rows in front of you, so searching or paging away and then pressing Archive never touches a row you can no longer see.
On a form's own page, the Show menu tells you how many submissions are archived, so you know whether the archive is worth opening.
Archiving a submission is separate from archiving its form. An archived form's submissions stay readable and downloadable.
Signature status
If a submission has been sent for signature, its Signature column follows the document's progress.
| Status | Meaning |
|---|---|
| sent | Out for signature, not everyone has signed |
| completed | Everyone has signed |
| declined | A signer declined |
The status is brought up to date whenever the workspace's documents list checks with the signature provider, so open Documents if a status looks behind.
Being told when one arrives
A form can email its owners each time a submission lands. The email names the form and who filled it in, and links to the submissions page behind sign-in. It never carries the answers themselves. Notifications are switched on in the form's settings; see building a form.
Exporting
There is no spreadsheet or bulk export. Each submission downloads individually as a PDF from its View dialog. See PDFs of a submission.