Pending submissions banner

When you'll see the banner

The Pending Submissions banner sits at the very top of the Forms list and only appears when you have at least one form request waiting on you. If nobody has assigned you a form, you won't see it.

The moment a colleague uses Request Submission to ask you to fill in a form, the banner appears with a count and a list of what's waiting. It's hard to miss — coloured to draw your attention and showing the count up front:

You have 3 pending form request(s)

Click it to expand and see the full list.

Where pending requests come from

Pending requests are created when somebody uses Request Submission to assign a form to you with an optional deadline. You won't see the banner for forms you could fill in voluntarily — only forms you've actually been asked for.

If you're a site manager and three different people have asked you for the daily walk, the morning briefing and a snagging sheet, all three turn up here as one neat list.

What's in the expanded view

Click the banner to expand it. You'll see one row per pending request with:

• The form name — clickable to jump straight in
• Who requested it — the colleague who assigned the form to you
• The deadline — colour-coded by urgency (see below)
• A Fill out button — opens the form ready to complete
• A Decline button — declines the request

How the deadline colours work

The deadline text changes colour to communicate urgency at a glance:

The colours update live based on today's date, so something amber yesterday will be red the moment it tips past its deadline. You can scan the list and see the urgent ones immediately.

Filling out a request

Click Fill out on any row to open the form. The form opens with the request linked to it, so when you submit:

• The submission is recorded against this specific request
• The request disappears from your banner
• The submission shows up in the Submissions list as Submitted like any other

If you save the form as a draft mid-fill, the request stays on your banner until you actually submit. Come back to it any time — your draft progress is preserved.

See Filling in and submitting a form for the full filling-in flow.

Declining a request

If you can't or won't fill in a request, click Decline. Declining:

• Marks the request as declined
• Removes it from your banner straight away
• Leaves a permanent record so the requester can see the decline

Declining is the right way to refuse a request — much better than ignoring it. The requester can see what you declined and follow up directly if they need to. If you're not sure whether to decline, have a quick conversation with the person who sent the request.

Real-time updates

The banner stays up to date as things happen:

• A new request lands while you're on the Forms list — the banner appears or its count increments straight away
• You decline a request — it disappears from the banner without needing a refresh
• You submit a pending request — it disappears from the banner
• An admin cancels a request for you — it disappears the next time the page refreshes

You shouldn't normally need to manually refresh — the banner stays in sync with what's actually waiting.

Just for you

The banner is personal — it only shows requests assigned to you, not everyone in the company. Nobody else can see your banner, and you can't see theirs.

If you're a forms administrator and you want to see pending requests across the whole company, head to the submissions list and filter by Pending status instead. That's where you can track requests across teams.

When the banner doesn't appear

A few reasons you might not see it when you expect to:

• No pending requests assigned to you — scan the submissions list filtered by Pending and Submitted By to confirm
• You're not on the Forms list page — the banner only shows up there, not on individual form pages or other modules
• Cached data — refresh the page to force a re-check

Real-world example

A site manager opens the Forms list on Monday morning. The banner says "You have 4 pending form request(s)" in amber.

She expands it and sees:

• Daily Site Inspection — requested by the project lead, "Due today" (amber)
• Weekly Progress Report — requested by the contracts manager, "Due in 4 days" (normal)
• RAMS Acknowledgement: Working at Height — requested by the H&S lead, "Overdue by 1 day" (red)
• Visitor Sign-In Setup — requested by the project lead, "Due tomorrow" (amber)

She clicks the red one first, fills it in, hits submit. The banner ticks down to 3. She works through the rest before lunch and the banner disappears altogether.

Next steps

• Asking someone to fill in a form — for the requester side of the workflow.
• Filling in and submitting a form — for what happens when you click Fill out.
• Browsing submissions — for tracking pending requests across the company.