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Editing a Submission

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 submissions in the web portal and on a mobile device.

Admins and Designers can determine whether different users within their account have the permission to modify completed submissions, on mobile devices or in the GoCanvas portal, on a form by form basis.

Submission Editing

Before anyone can edit submissions, the permission must be granted from the Form Settings page.

  1. Navigate to your Forms page and open Form Settings by clicking the hyperlink of the form name or the gear icon associated with the form.

  2. Under Settings, find Edit & View and click the Settings button.

    Form Settings_Edit & View.png

  3. Check the box next to the user roles that need access to edit a completed submission in the portal. The ability to edit on mobile applies to all users in the account.

    Form Settings_Edit & View_Web:Mobile:Submission Date.png
  4. Save.

The users you chose will now have the ability to edit 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.

Edit a Submission in the Portal

Now that you have selected who can edit submissions for that form, you will need to navigate to the Submissions page.

  1. Click the form you just enabled editing for.

  2. Click the blue hyperlink under the Submission Date column of the submission you wish to edit.

    Submissions_Submission Date Hyperlink.png
  3. 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.

  4. The green checkmark will save your changes.

    Submissions_Edit Field Values.png

Once complete you will see your revisions in the GoCanvas generated PDF. Anyone with the permission to edit will also have insight into who edited data by clicking Revisions on the left side of the screen.

Submissions_Revisions.png

View and Edit Submissions on a Mobile Device

You can also view your submissions from your mobile device. To do that follow these steps:

  1. Open the GoCanvas mobile application and login to your account.

  2. Tap the Completed button at the bottom of the screen.

    iOS_Completed Tab.png

  3. Click the submission you would like to view or edit.

    iOS_Completed Tab_View Edit Copy Menu.png
View

Allows you to preview the submission's PDF.

Edit

Allows you to edit the submission.

Copy

Create duplicate all submission data into a new submission.

A Few Things to Keep in Mind

Web

  • 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 the Form 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 do mobile edit.
  • The Submission Name will not change on the website if you edit a field that places it's value in the submission name.

Mobile

  • Calculations and Summaries are only recalculated when every impacted screen is revisited.
  • Please note that if a submission was created on an older version of a form, it cannot be copied once a newer version is published, regardless of settings. For example, a submission completed on version 1 can be copied while version 1 is active. However, once version 2 is published, the copy option will no longer be available for version 1 submissions, and only submissions from the current version can be copied.
     

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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