Review, approve and keep submissions

Each submission gets a reference (LR-0042) and goes to the first review step of the form. People who have something waiting for them see it under Waiting for you at the top of the Forms list, and the reviewers on a step get an email when a submission reaches them.

Decide

Open a submission to read the document as it was filled in, with its signatures. On the right, the review steps show where it is. Under Your decision you can:

• Approve: it moves to the next step, or is approved if that was the last one.
• Ask for changes: it goes back to the person, who gets an email with their link to correct it. When they send it in again it starts at the first step. Say what to change; a note is required.
• Reject: it ends there. A note is required, so the person knows why.

The person is emailed the outcome. Anyone with the role a step names may decide it, or the person named on it; admins can step in on any step, and the timeline says so. Comments on the timeline are seen only by people who can read the submission.

Asking for changes needs an email address for the person: they have one when you sent them a personal link, or when they gave one on the form.

Many at once

On the Submissions tab, select rows and choose Approve selected to approve every one of them that is waiting at a step you can act on (up to 50 at a time). Each is decided as you, at its own step. Download PDFs puts the selected submissions into one ZIP (up to 25).

Where things stand

The strip at the top of the Submissions tab shows how many are waiting and for how long, how many are overdue, how many were approved, and the usual time to a decision with the slowest step. A time is shown from three decisions on, so one slow case does not look like a pattern. A submission is overdue when it waits past the deadline of its step.

Keep a record

• Download PDF makes the submission an A4 document laid out as the form was, with a final page that says what happened to it.
• Spreadsheet (CSV) lists the submissions, one row each and one column per field, for the filter you chose.
• Every submission carries a fingerprint of its answers. The review page says whether the stored answers are unchanged since they were sent in.
• Opening and downloading a submission is recorded on its timeline, and exports are recorded in the audit log.

What you can read depends on your role. Answers to encrypted fields show Hidden: sensitive unless you are allowed to read sensitive answers, and personal data such as emails and phone numbers is masked for roles that may not see it, in the page, the PDF and the spreadsheet.

Hold and delete

Admins can place a legal hold on a submission: it is never deleted, by hand or by the form's retention rule, until the hold is released. Admins can also delete a submission, which removes its answers, files and history for good.