Manage Forms Submissions
Navigating the Submissions Dashboard
The Submissions dashboard is the default landing page under the Forms tab. You can view the status of all form submissions from the Submissions dashboard. A form submission is any form that has been sent, is in-progress, or has been completed by one or more users. This dashboard displays all forms associated with your program account, organized by status categories for easy tracking. You can easily click a form name and/or number under a status to view more.
Note that by default, the Submissions dashboard does not include archived forms or trainees with expired accounts. You can update your view under Filters to include this data.
Form Submission Statuses
A form's submission status may be:
- Sent: the form was sent to the first user in the workflow; however, that user has not yet taken action on the form.
- In Progress: the form is being completed by recipients in the workflow. Forms move through each workflow sequentially.
- Completed: all workflow recipients have submitted their step. The form is now locked and recipients cannot edit their sections unless unlocked by the IA.
- The Submissions Status Summary identifies all forms that have been sent, are in-progress, or have been completed by one or more users.
- My Forms Queue: this includes forms that are ready for the IA to complete their step. Once this step is completed, the form will no longer appear in this view.
- Sent & In Progress View: this view includes all forms that have a current status of sent or in-progress.
- All Submissions View: this view includes all forms associated with your program account. This includes forms that have a status of sent, in-progress, or completed.
- The Forms Progress report includes any form that has at least one submission and how many submissions fall into each status. To preview the form, click the form name.
- The Filters button allows you to narrow your forms and submissions by trainees, placements, supervisors, terms, levels, etc.
Manage Form Submissions
You can perform multiple actions to manage your form submissions on the various submission pages, such as:
View Submissions
View the completed parts of a form by clicking the eye icon.
Submit IA Step
Access your step in a workflow by clicking the edit icon. You can then click Save to save your edits or click Submit My Step to submit your step in the workflow.
Submit Current Workflow Step
Under the Actions column, click the menu (three dots), then click Submit Current Workflow Step to submit another recipient's step on their behalf. For example, if a supervisor is on leave, you can submit their step for them. With this action, all questions assigned to that workflow step will be skipped but the form will indicate which questions were intentionally skipped.
Remind Workflow Recipients
Email reminders can be sent individually or in bulk to recipients. The same recipient can receive up to one email reminder per day.
- To send reminders individually, click the menu (three dots) under the Actions column, then click Remind.
- To send reminders in bulk, click the checkboxes to the left of a trainee's name, then click Remind at the bottom. When using this option, all users on all pages will be select and not just the users on the first page.
Download Submissions
You can download your form's submissions individually or in bulk.
- To download form submissions individually, click the menu (three dots) under the Actions column, then Download.
- To download form submissions in bulk, click the checkboxes to the left of a trainee's name, then click Download at the bottom. Enter the email address you would like the file link sent to. Click Confirm and a link will be sent to the email provided once processing is complete. A maximum of 25 documents can be downloaded at once.
Delete Submissions
You can delete your form's submissions individually or in bulk.
- To delete form submissions individually, click the menu (three dots) under the Actions column, then Delete.
- To download form submissions in bulk, click the checkboxes to the left of a trainee's name, then click Delete at the bottom.
Lock/Unlock a Form
When a form is sent or in-progress, any user who has already submitted their step can opt to unsubmit their form. Once the form moves to the complete status, the form is automatically locked, and the unsubmit action no longer appears for workflow users. Forms can be locked and unlocked individually and in bulk.
In a scenario where a user needs to edit their complete form, the IA can unlock the form.
- From the Submissions Dashboard, click All Submissions from the Submission Status Summary or the number under the Completed column for the appropriate form.
- Click the checkbox for the appropriate trainee and then Unlock at the bottom of the page. If unlocking in bulk, first use the filters to group all locked forms, and then select them in bulk.
- Confirm you want to unlock the form by clicking Continue on the pop-up message.
Once the form is unlocked, the workflow users will see the Unsubmit Action on their form. The form will remain complete and unlocked until a user unsubmits their step.
Export Form Data
From the Analytics tab, you can use the Submissions Export and Approved Hours with Form Status reports to extract form data from Time2Track.