Asking someone to fill in a form

When to use this

Sometimes you don't just want a form to be available for the team to fill in — you want a specific person (or several specific people) to actually fill it in by a specific date. That's what Request Submission is for.

Use it whenever you need to:

• Assign a daily safety walk to a specific site manager every morning
• Get every site lead to complete a weekly progress report by Friday
• Ask a foreman to fill in a handover form before the end of a project
• Request multiple people complete the same induction form on day one
• Chase a specific operative to acknowledge a new RAMS document by a deadline

The result is a personal request that lands in the assignee's Pending Submissions banner the next time they open the Forms list, with a colour-coded countdown to the deadline so they know how urgent it is.

How it differs from Fill In

• Fill In lets anyone with access fill the form in voluntarily, any time they want
• Request Submission assigns a specific copy of the form to specific people, with a deadline if you need one

The form itself is the same — Request Submission just creates a tracked, expected submission instead of an open invitation.

Opening the request dialog

Request Submission is available on Published forms. Drafts can't be requested because they aren't live yet.

1. 1

   Open the Forms list and find the form you want to request a submission for.

2. 2

   Click the paper-airplane icon on the row's quick actions, or use the actions menu and choose Request Submission.

3. 3

   The Request Submission dialog opens.

What to fill in

The dialog is intentionally simple — just two things to set:

• Users — pick the people you want to assign the form to. Multi-select means you can request the same form from several people in one go.
• Due date — an optional deadline. Leave blank if there's no specific date.

That's it. There's no notes field, no priority, no instructions to type — the form itself is the instruction. If users need extra context, build it into the form as a heading or helper text.

Picking the right people

The user picker shows everyone with login access to the system — that includes:

• Your own staff — site managers, foremen, contracts managers, anyone in the company
• Subcontractor users — if they've been given login access
• External users like consultants and clients with view-only access

Multi-select lets you assign the same request to several people at once. That's exactly what you want when "all site managers complete the daily safety walk" or "every foreman submits a weekly progress report".

Setting a deadline

The due date is optional but recommended. When set, it drives the colour coding on the assignee's pending banner so they can see at a glance how urgent the request is:

This makes the difference between "I can do it later" and "I need to do this now" obvious without anyone having to think about dates.

Sending the request

When you click Send on the dialog:

1. 1

   A pending submission is created for each person you selected.

2. 2

   Each person sees the request appear in their Pending Submissions banner the next time they open the Forms list.

3. 3

   A confirmation toast tells you the request was sent.

The request stays pending until each person either fills it in (it becomes a submission) or declines it.

What the assignee sees

When someone has pending requests, the Pending Submissions banner appears at the top of their Forms list. Each request shows:

• The form name
• Who requested it (your name)
• The deadline, with the colour coding
• A Fill out button
• A Decline button

The assignee can click Fill out to open the form and complete it, or Decline if they legitimately can't.

Tracking what's pending

To see how many requests are still outstanding across the company:

• The Forms list shows a small pending count badge in the Submissions column for any form with pending requests
• Click the badge or use View Submissions to drill into the submissions list and see exactly who's still got requests waiting

If you change your mind

There's no built-in cancel button on a request you've sent. To unwind a pending request:

• The simplest path is to ask the assignee to Decline it from their banner — clean and explicit
• An admin can also delete the pending submission directly from the Submissions list

If you change your mind shortly after sending, talk to the assignee directly so they know the decline isn't a problem.

Real-world examples

A few patterns where Request Submission earns its keep:

• Daily safety walk — every morning at 7:30am, request the daily inspection from each site manager with a deadline of midday
• Weekly progress report — every Monday morning, request the report from every site lead with a Friday deadline
• Induction sign-off — when a new starter joins, request the induction form from them on their first day with a same-day deadline
• RAMS acknowledgement — when you publish a new method statement, request the acknowledgement form from every operative on the affected work, with a 48-hour deadline
• Pre-handover checks — request the snagging form from the project lead a week before handover

A few things to know

• No email notifications — assignees discover requests via the in-app banner. Make sure your team know to check the Forms list each morning.
• No automatic reminders — there's no scheduled re-prompt as a deadline approaches. If something's overdue, follow up in person.
• Pick users individually — there's no "request from a whole team or trade in one click", though multi-select makes it easy enough to pick several at once.

Next steps

• Pending submissions banner — for the assignee's experience.
• Filling in and submitting a form — for what they see after clicking Fill out.
• Browsing submissions — for tracking pending requests across the company.