View Form Submissions in the Web Portal

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

Supported on all tiers:

Essentials
Advanced
Enterprise

Contents

Prerequisites

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

View a list of dispatched and submitted forms

  1. You can navigate to the list in one of two ways:

    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.

    Form Submissions page that shows results of submissions for the selected form for the last 30 days. The page indicates that three filters are applied.

    The Form Submissions page displays the information that you need to identify any dispatched or submitted forms that require action. This information includes

  2. From the Form Submissions page, you can take any of the following actions.

    Form Submissions page that shows the actions you can take: 1. Download submission data as a CSV file 2. Plot submissions on a map 3. Schedule a CSV data export 4. Bulk delete form submissions

    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 ProntoForms’ servers, and permanently deleted from ProntoForms’ Disaster Recovery storage forty-five (45) days later.

  3. 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.

  1. 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/Owner—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 ProntoForms 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.

  2. 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.

Categories

Any State
Displays all forms. The system displays this option by default.
Complete
Displays forms that are complete, sent for editing, and edited.
Dispatches

Displays forms that were dispatched and are currently in progress, are currently in a mobile user’s inbox, and forms that a mobile user declined.

Incomplete
Displays partially completed ProntoForms Teamwork-enabled forms that users transferred (Enterprise tier only).
Errors
Displays all form submissions that the system can’t process due to an error.

Workflow

DispatchClosed The term "dispatch" refers to the act of sending a form to a mobile user or customer. Typically, a dispatched form 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 ProntoForms 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 ProntoForms Teamwork-enabled forms that users submitted as incomplete, and supervisors haven’t reassigned them, or other users haven’t claimed them (Enterprise tier only).
Incomplete (Reassigned)

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

  • transferred directly to another user, or
  • submitted as incomplete and were reassigned 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 DestinationClosed 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.

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