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Manage submissions

Pour :Administrateur
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Each response sent by a visitor on one of your forms is a submission. The submissions view lets you view, filter, process them individually or in bulk, and export from a single place.

Access the submissions​

Two ways to reach the view:

  1. From the form list (/app/forms/list): click the text document icon (file-text) of a row
  2. From a form profile: View Submissions button in the sub-header

Direct route: /app/form/submit?id=<id>.

The four states of a submission​

StateLabelColorMeaning
SUBMITSubmittedOrangeSubmission received, pending processing
VALIDEValidatedGreenSubmission accepted — the visitor is taken into account
INVALIDEInvalidatedRedSubmission rejected (incomplete, duplicate, payment failed)
ARCHIVEDArchivedCyanSubmission set aside to no longer appear in active views

The tabs at the top of the table let you switch between these states with a counter per tab.

Anatomy of the view​

ZoneRole
Sub-headerContact search + advanced filters (MongoFilters)
KPIsFour cards: Total registration amount, Amount paid, Outstanding amount, Number of registrations (all in currency)
Status tabsSwitch Validated / Submitted / Invalidated / Archived with counters
ExportExport button (cloud icon)
Manual additionAdd a Registration button (for paid forms)
Bulk ActionsMenu available when at least one row is selected
TablePaginated list of submissions
Linked calendarsIf the form has a calendar, a collapsible panel filters by slot

Table columns​

ColumnContent
Submission dateDate and time (DD/MM/YYYY HH:MM)
Note(Submitted tab only) red signal if the contact already has a validated submission on this form
ContactName of the visitor (link to contact record)
TotalTotal amount of the submission (for paid forms)
PaidAmount already paid (in green)
OutstandingAmount remaining to pay (in red)
Payment Method(if the form offers alternative methods) Cash / Checks / Transfers / Online
Custom statuses(if the form has custom statuses) multi-selector to apply / remove tags
ActionVisualization button + actions menu

Actions on a submission​

Visualization button​

Click the eye icon (Visibility) to open the full submission detail in a side panel: all filled fields, payment status, history.

Actions menu​

The dropdown menu (pencil icon) offers, depending on the context:

ActionWhen it appearsEffect
Retrieve the LinkPaid formGenerates a personal payment link for this submission
Resend payment linkPaid formResends an email with the payment link (useful if the visitor lost the first email)
Edit the SubmissionPaid formOpens an edit window (correct responses, adjust quantities, edit identity)
Validate the submissionState different from ValidatedSwitches the submission to VALIDE
Invalidate the submissionState different from InvalidatedSwitches the submission to INVALIDE
Archive the submissionSubmission not archivedSwitches the submission to ARCHIVED
Unarchive the submissionSubmission archivedRemoves the submission from archive and returns it to its previous state

Each action opens a Popconfirm before execution.

Custom statuses​

If the form has been configured with custom statuses (Management tab of the wizard), a dedicated column displays a multi-selector. You apply or remove tags directly without opening the submission. Ideal to track your own workflows ("followed up", "confirmed by phone", "VIP", etc.).

Bulk Actions​

Select multiple submissions via the checkboxes to the left of each row. The Bulk Action button at the top right becomes active and indicates the number of selected submissions. The menu offers:

Bulk actionEffect
Create a message campaignOpens a new campaign (email / SMS / WhatsApp) with the contacts or identities of the selected submissions pre-filled
Add categoriesApply one or more categories (tags) in one go to the contacts linked to the selected submissions

Manual addition of a registration​

To enter a submission in place of a visitor (registration by phone, in person, payment in cash):

  1. 1

    Click Add a Registration

    Button at the top right of the view. If your organization accepts multiple currencies, a menu prompts you to choose the currency before opening.

  2. 2

    Fill in the form

    Enter the visitor's responses exactly as they would have. For a paid form, you can also record the payment method used (Cash, Checks, Transfers).

  3. 3

    Submit

    The submission is created. Depending on the form's validation rules, it appears in Submitted or directly in Validated.

Advanced filters​

The sub-header offers an advanced filter system (MongoFilters) to cross several criteria: custom form fields, statuses, dates, calendar, etc. Configure your filters to answer specific questions:

  • "How many validated submissions for the Passover meal this month?"
  • "Which submissions are pending with a transfer payment not received?"
  • "Which contacts checked a given option in the form?"

Search by contact​

The search field in the sub-header lets you find all submissions for a given contact. Handy for resolving a visitor's question on the phone.

Detail of a submission​

By clicking the eye icon of a row, you open a side panel containing:

  • Banner with date, state, contact
  • All fields filled in by the visitor
  • Payment status (amount, mode, status) with link to the associated Payment for paid forms
  • History: creations, validations, edits, emails sent

Submission export​

The Export button (cloud icon) at the top right downloads all submissions according to the active filters.

  1. 1

    Apply the desired filters

    Select the tab (Submitted / Validated / etc.), apply contact search and advanced filters.

  2. 2

    Click Export

    The export retrieves the filtered submissions with all their columns (date, contact, amounts, form data).

  3. 3

    Download the file

    The file is generated and downloaded.

Any submission on a paid form automatically creates a payment in the Payments module:

  • The payment status (pending / validated / refused) is synchronized with that of the submission according to the configured validation rules
  • If you manually validate the payment (check received, transfer noted), the submission switches to Validated (if Submissions are validated only after payment is checked)
  • The tax receipt is generated upon payment validation (if configured)

Any identified submission creates or updates a contact in the database:

  • If the entered email already exists, the contact record is updated
  • If the email is new, a contact is created
  • The auto-assigned categories defined in the form's CRM configuration are applied to the contact
  • You can add other tags via the bulk action Add categories

See Contacts for contact management.

Special cases​

Duplicate contact​

If the same contact already has a validated submission on the form, the Submitted tab displays a red warning in the Note column ("This contact already has a validated submission on ..."). You can then choose to invalidate the duplicate.

Failed payment​

If the visitor tried to pay but the transaction failed:

  • The submission remains in Submitted with a failed payment marker
  • Recommended action: Resend payment link from the row menu so they can retry
  • If you consider the submission compromised, Invalidate the submission

Archive all submissions at once​

To close a season or event, use the option Archive all submissions from the form actions menu in the list (/app/forms/list).

Best practices​

  • Process pending submissions daily: don't let them pile up
  • Configure email templates: confirmation, validation — that's what builds visitor trust
  • Use archiving rather than deletion
  • Tag your contacts via bulk actions to facilitate future segmentation
  • Export regularly to keep an offline record

Going further​