Browsing submissions

When to use the submissions page

The submissions page is where every filled-in form lives. Open it whenever you want to:

• Look back at what was filled in on a particular form across the project
• Find a specific submission by inspector, date or value
• Review pending requests that haven't been completed yet
• View photos and signatures captured on a submission
• Check who submitted what for an audit trail
• Cancel or delete a draft that's no longer needed

Opening the submissions page

There are two ways in:

• From any published form on the Forms list, click View Submissions. The page opens filtered to that form.
• Or open Submissions from the main sidebar (under Forms) to see everything across every form.

Filtering to one form

At the top of the submissions page, a Form selector lets you filter the list to a single form. By default, the filter is set to whichever form you opened the page from. Switch it to a different form to see the submissions for that one instead.

For more granular filtering, click the column headers to sort by status, date or submitter.

What you'll see in the list

Each submission appears as a row with a few fixed columns:

• Status — a coloured badge showing where the submission sits in the workflow:
  • Draft — started but not yet submitted
  • Pending — created by a request, waiting on someone to fill in
  • Submitted — filled in and submitted
  • Cancelled — cancelled before submitting
  • Declined — a request that was declined
• Form — the form's name (only shown when viewing across multiple forms)
• Submitted Date — when the submission was sent in (or last updated for drafts)
• Submitted By — the person who submitted, or who the request was assigned to

Field columns

The list also shows columns for the actual values inside each submission. For each text, number, currency, date, dropdown, checkbox, signature and photo field on the form, you'll see a column with the value filled in. Photos and signatures appear as small thumbnails. Currency values are formatted with the £ symbol; dates use UK format.

This means you can scan the list to compare values across submissions without having to open each one — useful for spotting trends, finding outliers, or pulling out a specific entry by what it contains.

Per-row actions

Each row has an actions menu with options that depend on the submission's status:

Cancel and Decline are the two non-submit ways for the user to end a submission. Delete is for admins clearing out unwanted records — once deleted, a submission can't be recovered.

Viewing a submission in detail

Click View on any row to open the submission in a dialog. The dialog shows:

• A header with the status, the date submitted and who submitted it
• The full form rendered exactly as the submitter saw it, with all the answers in place
• Photos and signatures as inline thumbnails

The form is shown in read-only mode — you can see everything but not edit anything.

A few things worth knowing about the detail view:

• Hidden fields stay hidden — if the submitter never saw a field because of conditional logic, you don't see it either
• Calculated fields show their result — exactly as the submitter saw them
• Multi-page forms display all pages stacked together — no clicking through Next and Previous, you see everything in one scroll

Photos and signatures up close

When the submission contains photo or signature fields, the thumbnails are clickable. Click any thumbnail to open it full-screen in the lightbox.

The lightbox:

• Shows the full image at native resolution
• Has a close button (or press Escape) to return to the submission detail
• Lets you flick between multiple images if there are several

This is the same lightbox you'll find in other parts of the system, so the experience is consistent everywhere images appear.

Old submissions stay accurate

When you view a submission that was filled in against an older version of the form, it's shown using the structure of that version — not the current version. Field labels, options and conditional logic all match what the submitter actually saw at the time.

This is the whole point of versioning — you can update a form without changing how the historical submissions look. A submission from six months ago still reads exactly as it was filled in, even if the form has since gone through several rounds of changes.

Real-world examples

• Audit trail for a defect — open the snagging form's submissions, sort by date, find the day the defect was first raised, view the original photo and inspector's notes
• Weekly review — filter to the daily inspection form, scan the field columns to spot any days where headcount or hazards looked unusual, click View to drill into the details
• Compliance check — filter to the RAMS acknowledgement form, look for any pending or declined entries to see who hasn't signed yet
• Snag closeout — view photos from the original walk alongside the closeout submission, all in one place

A few things to be aware of

• No bulk export — submissions need to be viewed one at a time. There's no built-in CSV or Excel export.
• No editing once submitted — once a submission is in Submitted status, the values are locked. Only admins can delete it; nobody can edit it.
• No approval workflow — Submitted is the end state; there's no separate approve/reject step on top.
• No submission comments — submissions don't have a comment thread. For team discussion, use the related Action or Work Package instead.

Next steps

• Filling in and submitting a form — for what happens before a submission lands here.
• Pending submissions banner — for the user-facing list of pending requests.
• Updating a published form — for how versioning keeps historical submissions accurate.