View Form Submissions in the Web Portal

This topic describes how to view and filter a list of dispatched and submitted records. For each specific form, you can track the workflow and identify which records require you to take action.

Available on all tiers:

Essentials

Advanced

Enterprise

Contents

View Form Submissions in the Web Portal

Prerequisites

You must be a TrueContext Admin user or a User with Can View group permissions.

View a list of dispatched and submitted forms

You can navigate to the list in one of two ways:
- Data & Analytics > Submissions (by Form) > FormName > Continue
  
  Scroll to find a specific form, or type the form name or FormSpace FormSpaces are where forms are stored and organized in the TrueContext Web Portal. A TrueContext Team may have multiple FormSpaces, depending on their needs. Admins can set FormSpace permissions to control which users have access to the forms in that FormSpace. name to filter the list.
  
  Select the form name, and then select Continue.
- Forms & Integrations > FormName > Go to submissions
Result: The Form Submissions page opens and shows a list of dispatched and submitted forms. The list shows forms from the last 30 days by default. You can change what the list shows by editing the Search Options filters.

The following image shows an example of the Form Submissions page.

The Form Submissions page displays the information that you need to identify any dispatched or submitted forms that require action. This information includes
- an icon that indicates the Form Submission status
- the date and time when the supervisor dispatched the form, the mobile user sent the form, and the system received the form
- the name and username of the submitter. This is the last user who sent a form or transferred an incomplete TrueContext Teamwork TrueContext Teamwork is an Enterprise tier feature that enables mobile users to transfer incomplete forms for other users to complete as part of a multi-user workflow. This can be useful for jobs that require someone else's expertise or that span multiple shifts.-enabled form (Enterprise tier only), and
- the name and username of the user in charge of the next action on the record (the “Assignee”).
From the Form Submissions page, you can take any of the following actions.

Download submission data as a CSV file

You can export the data from this list as a comma-separated values (CSV) file. The topic CSV Export of Form Submissions explains this process in more detail.

Plot form submissions on a map

Plot form submissions on a map based on the location at the time they were submitted.

Note:The form Settings > Advanced Properties > Advanced Options > Collect geo location option must be enabled before a user submits a form. Forms must have valid GPS coordinates captured at the time they were submitted.

Schedule a CSV data export

You can create a schedule to receive, at regular intervals, a link to download the latest form submission data. The topic Schedule a CSV Export of Form Submissions explains this process in more detail.

Bulk delete form submissions

Permanently delete all form submissions shown, up to 1000 at a time. This cannot be undone.

Note:Your form submissions are deleted immediately from TrueContext’ servers, and permanently deleted from TrueContext’ Disaster Recovery storage forty-five (45) days later.
To see more detailed information about a dispatched or submitted form, select the reference number in the first column.

Result: The details page opens and displays information that includes
- the device number of the submitted form
- details about data destination processing (if applicable), and
- the answers that the user submitted.

Filter the list of Form Submissions

You can filter the list of dispatched and submitted forms according to a number of criteria. This can be helpful to track work that users completed on a specific date, or to determine which Form Submissions need your attention. The list of forms is filtered to the last 30 days by default.

On the Form Submissions page, select Search Options.

Result: The Search Options section opens and displays the following options:
- Form Submission Name—enter any string in the search bar that the Form Submission name must contain.
- Submitter/Assignee—User or Group—select a user or group from the list.
- State—select an option from the list. Go to the Filter by State section for more information about the options.
- Date—You can use one of the default date periods or specify your own. The list shows forms from the last 30 days by default.
  - To match on all dates, select the Any Date option.
    Note:Remember that TrueContext stores submitted forms for at least 365 days (see Form Submission Retention and Deletion).
  - To use a date period, keep the default Use Date Period, and then select the period.
  - To customize the date range, select Use Date Range, and then enter the From and To dates.
Select Filter to apply your selections.

Result: The system filters the Form Submissions and only displays those matching all of the selected criteria.

Filter by State

You can use the option to filter by State to see the submitted and dispatched forms depending on their progress in your company’s workflow. Choose from one of the following options.

Workflow

Dispatch The term "dispatch" refers to the act of sending a form to a mobile user or customer. Typically, a dispatched record includes some information pre-filled to give the recipient context for the work to be done. Dispatch can be manual or automated (using a Dispatch Data Destination or the TrueContext REST API). Sent

Displays forms that the supervisor dispatched, and the user hasn’t received in their mobile device

Dispatch Received

Displays forms that the supervisor dispatched, and the user received in their mobile device.

Dispatch Declined

Displays forms that the supervisor dispatched, and the user declined.

Complete (Successful)

Displays completed forms with no destination failures.

Complete (Not Edited)

Displays completed forms that supervisors did not send for editing, including those with destination failures.

Complete (Sent for Editing)

Displays completed forms that supervisors sent for editing and users haven’t submitted as edited.

Complete (Edited)

Displays completed forms that supervisors sent for editing and users submitted as edited, including those with destination failures.

Incomplete (Unassigned)

Displays TrueContext Teamwork-enabled forms that users submitted as incomplete, and supervisors haven’t assigned, or other users haven’t claimed them (Enterprise tier only).

Incomplete (Assigned)

Displays TrueContext Teamwork-enabled forms (Enterprise tier only) that users

transferred directly to another user, or
submitted as incomplete and were assigned or claimed.

Troubleshooting

Submission in Progress: Displays forms that users submitted, and the system hasn’t finished uploading.
Submission Error: Displays all form submissions that the system can’t process due to an error.
Destination Error: Displays all form submissions that couldn’t execute their Data Destination A Data Destination specifies where to send data from a submitted form. You can use Data Destinations to automate data sharing and storage, routing data to a specific service (such as email or cloud storage) in several different formats. due to an error.