Managing Form Submissions
When someone fills in and submits a form, Qik saves their answers as a submission. You can view, filter, process and export submissions from the dashboard, and set up notifications so your team hears about new ones straight away.
Viewing submissions
- Forms dashboard — the Recent Submissions panel shows the latest submissions across all forms, and All Submissions opens a list of every submission.
- One form's submissions — click View Submissions next to a form to see only that form's submissions.
Both open a standard list page, where you can search, sort, filter, add columns and select records for bulk actions.
What a submission contains
- Title — generated from the form's name (or from a dynamic title template set on the form's Advanced tab).
- Answers — every field the person filled in, laid out in the form's structure.
- Person details — the name and contact details from the form's Person field, and a link to the profile the submission was matched to or created.
- Metadata — when it was submitted, by whom (if they were signed in) and which form it came from.
- Payment — for paid forms, the linked transaction.
Qik keeps a copy of the form's fields as they were at the moment of submission, so later changes to the form don't change how older submissions are displayed.
Filtering submissions
- Filter by date range to find submissions from a particular period.
- Filter by answers to find specific responses, for example everyone who chose a particular workshop session.
- Search by the submitter's name.
- Save a filter you use often as a smart list.
Processing submissions
Select one or more submissions and click Actions, or use the … menu on a row. Useful actions include:
- Add to workflow — create workflow cards so each submission can move through your review process.
- Export to CSV — download the selected submissions for reporting.
- Print Submission — print a single submission.
- Bulk edit — change answers on many submissions at once. See Batch / Bulk Editing.
- Delete — move submissions to the trash. They can be restored later; see History, Versions and Trash.
To add submissions to a workflow automatically as they arrive, use the form's Form Submission Workflow setting on the Automation tab.
Submission notifications
To let your team know when submissions arrive, open the form in the form editor and go to the Automation tab. Add a Notification and choose:
- People — who should be notified.
- Send by — Email, App push notification, or both. Everyone notified also sees the notification in their in-app notifications.
- Trigger when — a new submission is created, updated or deleted.
- If matches rules (optional) — only notify for submissions that match, for example only when a "Request a callback" box is ticked.
Anonymous submissions
A form with its security set to Public can be submitted by people who aren't signed in. The answers are saved as normal but no login is linked. If the form has a Person field, Qik still matches the details to an existing profile or creates a new one, so you know who submitted it.
Test submissions
Submissions made through the form's test link are marked as test entries, so they can be told apart from real responses when reporting.
Permissions
Which submissions you can see and edit depends on your role and scopes. Access can be granted to all forms, or to a single form's submissions, so staff can be allowed to process one form without seeing the others. See How Permissions Are Named.