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Edit a submission from the Submissions page

Updated
Lauren Sunday
Community Manager
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This article explains how to enable submission editing for specific users to Edit and/or View completed submissions from the Submissions page in the web portal.

Admins and Designers can determine which User Roles have permission to modify completed submissions from the web portal on a form-by-form basis.

Submission Editing

Edit & View

Before anyone can Edit or View submissions, the permission must be granted by Admins or Designers from the Form Settings page. Follow the steps below, regardless of your Account View:

  1. In the left navigation, click Forms.
  2. Click the hyperlink of the form name or the gear associated with the form to open Form Settings.

  3. Under Settings, find Edit & View and click Settings.

    Form Settings_Edit & View.png

  4. Select the checkbox next to the User Roles that need access to View and/or Edit a completed submission.

    Form Settings_Edit & View page.png
    • Web Use:
      • Allowed to edit: Submissions can be edited on the Web by Admins, Designers, Dispatchers, Reporters, the User that submitted it, or any combination of them.
      • Allowed to delete: Submissions can be deleted on the Web by Admins, Designers, Dispatchers, Reporters, the User that submitted it, or any combination of them.
    • Mobile and Web Client Use:
      • Allowed to edit: Allow submitters to pull submissions back down to the device for editing.
      • Allowed to view PDF: Allow submitters to view the PDF containing their data.
    • Submission Date:
      • When edited on web: Reset the date on a submission that is edited via the web.
      • When edited on mobile: Reset the date on a submission that is edited on a mobile device.
  5. Click Save.

Those User Roles with permission can Edit and/or View all previous and future submissions for this form. Users will also need to Sync their devices for these changes to take effect.

Note

If Departments are enabled in your account, making a form editable on web is a step in the process to move a submission from one department to another.

Submissions page

The User Roles that have permission can follow the steps below, regardless of Account View, to edit submissions from the Submissions page:

  1. In the left navigation, click Submissions.
  2. Click the hyperlink of the form Name to see the individual submissions for that form or click the Folder name to see all forms within the Folder.

  3. Click the hyperlink of the date and time for a specific submission under Submission Date to view its Submission Details.

    Submissions_Submission Date Hyperlink.png
  4. You will now see an Edit icon to the right of every editable field. Click the icon for the field value you wish to edit.

  5. Click the green checkmark to save your changes. Click the red X to cancel an edit.

    Submissions_Edit Field Values.png

Once complete, you will see your revisions in the GoCanvas generated PDF. On the left side of the screen, click Revisions to see who has made changes.

Submissions_Revisions.png

A Few Things to Keep in Mind

  • Calculations and Summaries are not recalculated.
  • You cannot add new items to a List, Loop Screen, or Table.
  • Fields are not validated for correct input. i.e. values will not reference a Field Mask when editing.
  • Signatures, Drawings, Static Text (entered from either Builder), and GPS coordinates cannot be modified.
  • Fields that were marked as PDF visible "if value is not blank" cannot be updated in a web edit if they were blank in the mobile submission. You are able to edit those fields on mobile.
  • For conditional fields whose Condition is not met during the original mobile submission, web editing is possible, however the edit will not display on the PDF.  However, the changes will display on the PDF if you edit on mobile.
  • The Submission Name will not change on the website if you edit a field that places it's value in the Submission Name.

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Comments

2 comments

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  • Keith Moffatt

    If a form is submitted but needs to be reopened and transferred to another user, can this be done? 

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  • Lauren Sunday
    Lauren Sunday Community Manager

    Hi Keith Moffatt,

    Thanks for your question! Once a submission is complete, there isn't a way to re-open the exact submission. A submission could be kept active using Assignments but then the submission data is not logged in the backend. Another option is form-to-form dispatch or even mid-workflow integrations where the data is sent in-between workflow steps while the submission is still active. The new Follow-ups feature allows for remedial work to be noted and automatically send a task to someone to complete in reference to an issue found in the original submission, but that will not contain all the original submission data and is a pretty simple, static subform for the first iteration of the feature. 

    The best solution given these limitations might be to take the existing data from the original submission and dispatch that to the new user. Perhaps once the original submission is no longer relevant, admins could use Submission Status to indicate that the original submission has edits or a separate up-to-date submission.

    0