--- title: Managing Form Submissions description: managing forms --- [Skip to content](https://support.ravencontrols.com/raven-academy/managing-form-submissions#main-content) ![word mark primary - dark](https://support.ravencontrols.com/hubfs/word%20mark%20primary%20-%20dark.svg) Open main navigation Close main navigation - [Support](https://support.ravencontrols.com/form) [Support](https://support.ravencontrols.com/form?hsLang=en-gb) How can we help you? - There are no suggestions because the search field is empty. 1. [Raven Academy](https://support.ravencontrols.com/raven-academy?hsLang=en-gb) 2. [Forms](https://support.ravencontrols.com/raven-academy/forms?hsLang=en-gb) # Managing Form Submissions ## Form submissions are completed responses to your Form Types. Use the Forms area to review submissions, manage follow-up, approve responses, resolve submissions, and connect forms to Issues. Each submission stays linked to the version of the Form Type it answered, so the record always shows the questions as they were asked. Where to Find Submissions Select **Forms** in the left-hand menu to see every Form Type and its submissions. The Forms list shows how many submissions each Form Type holds and what is waiting for action, such as: - Submissions that **need attention** - Submissions **awaiting approval** - **Outstanding requests** - **Overdue requests** Select a Form Type to open its submissions. The Submissions List Each submission shows: - The **Lead field** answer. - Who it came from. - Its Log. - When it arrived. - Its current state. ### Submission states Submissions can show as: - **Needs attention:** Nobody has dealt with it yet. This is shown when the Form Type uses outcomes. - **Awaiting approval:** Waiting for the approver. - **Changes requested:** Sent back to the respondent to update. - **Approved:** Signed off by the approver. - **Resolved:** Resolved with an outcome. The pill shows the outcome label. - **On an Issue:** Filled in from an Issue. - **Issue raised:** An Issue was created from it. - **Closed, no further action:** Its Issue has been closed. - **Submitted:** Received, with nothing more to do. Finding Submissions Use the filters at the top of the submissions list to find the records you need. ### How to filter submissions You can: - **Search** across the answers. - Filter by **State**, including **Anything open** and **Anything closed**. - Filter by when the submission **Arrived**. - Change the **Order** to newest first, oldest first, or by state. Select **Clear filters** to start again. Working With a Submission Use the **Follow up** menu on a submission to: - Open the submission. - Open its Issue. - Create an Issue. - Resolve it with an outcome. - Review it for approval. When you open a submission, you see the form exactly as the respondent saw it, including uploaded files and signatures. **Note:** Raven does not send staff a notification when a new submission arrives. Check the Forms list for submissions that need attention, approval, or follow-up. Approving a Submission When a Form Type needs approval, the approver reviews each submission before it is complete. The approver must have the **Approve Form Submission** permission. ### How to approve a submission 1. On the submissions list, open the **Follow up** menu on a submission marked **Awaiting approval**. 2. Select **Review for approval**. 3. Review the answers. 4. Review the **Details** card to see who the form was requested from and who completed it. 5. Review the **Activity** card to see its full history. 6. Choose: - **Approve** to sign off the submission, with an optional note. - **Request changes...** to send it back to the respondent. An approved submission moves to **Approved**. Requesting Changes If a submission needs changes before it can be approved, you can send it back to the respondent. ### How to request changes 1. Open the submission's **Follow up** menu. 2. Select **Review for approval**. 3. Select **Request changes...**. 4. Enter a note explaining what needs to change. 5. Submit the request. The submission moves to **Changes requested**. The respondent receives your note by email or text, along with your name, and updates their answers using their original link. A Raven user is told to sign in and is shown which Issue the form is on if it was completed from an Issue. When they submit the form again, it returns to **Awaiting approval**. **Note:** You cannot request changes on a submission sent through a public link because there is no way to contact the person who submitted it. **Tip:** Your note is shown to the respondent. Write it so they know exactly what needs to change. Resolving a Submission When a submission does not need an Issue, you can resolve it with an outcome. Users need the **Resolve Form Submission** permission to do this. ### How to resolve a submission 1. On the submissions list, open the **Follow up** menu on the submission. 2. Select **Resolve with an outcome...**. 3. Choose an **Outcome**. 4. Add a **Note** describing what was done. 5. Select **Record the outcome**. The outcome and note stay on the submission and it moves to **Resolved**. No Issue is created and nobody is notified of the outcome. **Note:** Resolve is only available when the Form Type uses outcomes and the submission has no Issue and is not waiting for approval or changes. **Tip:** Use the note to leave a clear audit trail, such as “Item matched to found property and returned to owner at the North Gate office.” Forms and Issues Forms and Issues work together so structured information can feed directly into incident response. You can create an Issue from a submission or attach a Form to an existing Issue. Creating an Issue From a Submission ### How to create an Issue 1. Open the submission's **Follow up** menu. 2. Select **Create Issue...**. 3. Enter the **Name** and **Details of Issue**. 4. Choose the **Status**, **Categories**, **Priority**, and **Teams**. 5. Select **Create Issue...**. The Issue is linked to the submission. The submission then shows as **Issue raised**. When the Issue is closed, the submission moves to **Closed, no further action**. Creating an Issue from a submission also requires permission to create Issues. Attaching a Form to an Issue Users with the **Add Form to Issue** permission can attach any published Form Type to an Issue. ### How to attach a Form 1. Open the Issue. 2. Select **Attach Form**. 3. Choose: - **New Form:** Select a Form Type and complete it. - **Existing Form:** Search for a submission already in Raven and select **Link Existing Form**. When you submit a new form, you return to the Issue and the Issue history shows **Form Submitted**. If a Form Type's answers are restricted to Teams you are not part of, Raven tells you before you start. You can still complete the form, but you will not be able to see the answers afterwards. Viewing Forms on an Issue The Issue's **Forms** panel lists each attached form. It shows: - The Form Type. - A summary from the Lead field. - When the form was submitted, using the Log's timezone. Select **View** to open a form. The Form Type, Lead field, submission state, and submission time remain at the top while you scroll through the answers. Use **Prev** and **Next** to move between forms attached to the Issue. If a form's answers are restricted to a Team you are not part of, its **View** button shows a lock. You can still see the form's name, Lead field, and date, and Raven tells you which Team to ask. Changes Requested on an Issue Form If an approver requests changes on a form that was completed from an Issue, Raven sends the person who completed the form a request to update it. ### What happens next - The request is due in **7 days**. - A **Changes requested** pill appears on the form in the Issue's Forms panel. - The respondent selects it to make their changes. - When they submit again, the Issue history shows **Form Resubmitted**. - The form returns to **Awaiting approval**. Managing Form Requests Requests allow you to send a private form link to a specific person with a due date and automatic reminders. Outstanding requests appear at the top of the Form Type's submissions list. Each request shows: - Who it was sent to. - How it was sent. - When it is due. - Its current state. Request states include: - **Sent, not opened** - **Link not opened yet** - **Opened** - **In progress** - **Cancelled** - **Overdue** ### Following up on a request Open the request's **Follow up** menu to: - **View history:** See when it was sent, opened, started, and submitted, along with reminders and changes. - **Copy link:** Copy the request link again. - **Send reminder now:** Send an additional reminder immediately. - **Change due date:** Reschedule the request. - **Destination Log:** Change where the response will land. - **Cancel request:** Stop the link from working. The request keeps its history. - **Send again:** Reissue a cancelled request with a new link. ### When a request is completed The completed form appears as a submission showing who the request was sent to and who completed it. If you selected a Destination Log, open the submission's **Follow up** menu and select **Attach to Log as a Note**. Forms Permissions Forms access is controlled through **Manage \> Permission Groups**. ### Forms permissions - **View Form Responses:** See the Forms area and open submissions, subject to each Form Type's access rule. - **Send Request Form:** Send a form as a request and follow requests up. - **Approve Form Submission:** Approve or request changes when you are the Form Type's approver. - **Resolve Form Submission:** Resolve a submission with an outcome. ### Issue permissions - **Add Form to Issue:** Attach new or existing forms to an Issue. Creating an Issue from a submission also requires the permission to create Issues. ### Reading every submission The **Can read every form submission, overriding any Team restriction** permission lets members of a permission group read answers on every Form Type, regardless of its Team access rule. **Tip:** Permissions control what a user can do. Each Form Type's access rule controls which answers they can read. 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