To view a submission, click on the date or the envelope icon. If you have appropriate view permissions it will open. If the form consists of multiple pages, the submission data, too, will span multiple pages. Navigate between pages by clicking on the green arrow buttons below the form data. In addition to the form data, the currently assigned user (or group of users, i.e., assigned role), the current status, and the initial submission date are displayed in smaller gray font above the form data. Any user who has permission to view a submission may also add comments to the history. However, the edit and delete functionality, as well as the ability to reassign or change the status depend on the rights given to your role as well as whether or not it is currently assigned to you.

All Super Admin users have full permission to view, edit, delete, reassign and change statuses of all submissions in the system. Department Admin have full permissions for all the submissions for forms within their department, and Formulators have full permissions for all submission for forms they own. The following rules apply to all other users/roles:

All Task Handlers within the same department as the form owner have full permissions, even when the submission is not assigned to them, as long as no custom roles have been included as Project Participants and the form uses the standard status set. However, when at least one role is added to the form's Project Participants, Task Handlers may not even view submissions if they don't belong to at least one of the Custom Roles listed as Project Participants. When a Task Handler's custom role is included as a Project Participant, different rules apply. Namely, the form builder must specify the permissions for each custom role included for each of the statuses in the applicable status set. By default, they have no permissions.

When a Project Participant has View Permissions, he or she may search and view submissions regardless of whether or not the submission is currently assigned to him or her, and as previously mentioned, this user may also add comments and view the submission's history details. When the user has edit, delete, or status change permissions, however, these permissions only apply when the submission is currently assigned to that user.

When a submission is read by the currently assigned user/role, the icon corresponding to the record in the submission results shows an open envelope. If it hasn't yet been read, it shows a closed envelope. Only the currently assigned user (or role) has the right to mark the submission as unread. Even Super Admin, Department Admin and Formulators may only mark submissions as unread if the submission is currently assigned to them.

If Unilateral Status Changes are being enforced, Task Handlers may only change statuses to statuses that ranked lower than the current status. However, Super Admin, Department Admin and Formulators may change it to any of the statuses. If a Task Handler changes a status to one for which he or she hasn't view permissions, he or she is forced to reassign it to a user/role who does have view permissions for the selected role.

When the user's custom role "Enforces Flow" for a given status, the user can only reassign the submission to users who rank lower than his role(s) as listed in the Project Participants grid.

Editing Form Data

Users given permission to edit form data are presented with link button in the admin box reading "Edit Submission". Click this link to enter edit mode. Once clicked, all fields become editable with the single exception of file upload fields. If the user submitted a file, and you wish to replace it with another, you must first delete the file. Once deleted, the file download link and delete button are replaced by a file upload input field. Enter the path to the file you wish to upload.

The changes you make in form data will not be saved until the Submit button is clicked. Therefore, if the form spans multiple pages, you must click Next until you reach the final page and click the Submit button. Note that if you deleted a file and click Cancel, the file will already be deleted. However, all other changes will not be committed.

Comments, Assignees, and Statuses

Admin users can add comments, reassign or change statuses. While each of these functions are presented on the same form, i.e., the admin box presented when viewing submission data, comments can be added without changes assignee or statuses, statuses can be changed without reassigning, and reassigning can be performed without changing statuses.

Users given adequate permission to changes statuses are given a status dropdownlist in the admin box. When selecting a status from the list, the page refreshes and checks to see if the current user has permission to view submissions with the selected status. If not, the user is forced to reassign the submission as well to users with rights to view submissions with the selected status. If Unilateral Status Changes are enforced, then the only statuses that are given as options are those ranked lower than the current status (unless the user is the owner of the form, a department admin for the form's department or a super admin user). See General Settings for more on setting unilateral status changes.

To reassign work to all users with a certain role, simply select the role from the dropdownlist. To reassign work to a single individual, first select the user's role, and then select the user from the second dropdownlist that appears beside the roles dropdownlist. When "Form Owner" is selected from the roles list, it is not necessary to select the user since there is only one form owner for each form. If custom roles have been added as project participants to the form project, then the Task Handler role is replaced by the custom roles. If no custom roles have been added, then the Task Handler role will appear in the roles list.

If the logged in user's custom role is given the restriction of Enforce Flow, then only lower ranked roles appear in the dropdownlist. (See Role Permissions for more on this.)

All users who can view a form submission may also add comments. Simply enter the comments in the comments field and submit the form.

If the logged in user is also the current assignee, the user may mark the submission as unread simply by click the Mark button (with the envelope icon). This will keep the submission at the top of the submission results list when searching submissions. Once marked as read, this button will disappear.

Finally, to view the record's history, siply click the History button (with the calendar icon). A list of all the comments, status changes and assignee changes is presented in chronological order.

Viewing History

A record is kept of all comments added, assignee changes and status changes to submissions. Each submission history begins with the submission date and the initial status. If the first assignee has read the submission, there will also be a record of the first assignee to read it. The rest of the history is made up of all the status changes, assignee changes and comments in chronological order. All users who are able to view submissions may also view the entire history of the submissions.

To view the history simply click the History button (with the calendar icon) from the submission details admin box. To return to the submission details, click the View Submission that appears in the breadcrumbs.

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