Note: The article is for users with an account. If you are trying to look up your own form and don't have an account, see article: Look up Submitted Forms. 

There are several tools to help you look up submissions

• How to access the responses page and check your permission level 

• How to filter submissions using sidebar navigation 

• How to search, sort, and filter responses

• How to sort and manage submissions

How to access the responses page and check your permission level 

Accessing the Responses Page

• Log into your account and click on the folder containing the form to open its Responses page.

Identifying your Permission Level

• Permissions are assigned on a form-by-form basis. You can find your permission level and who owns the form by looking at the top-right corner of the page.
  
  

  • Note: You can learn more about permissions here. If you would like to different access level, contact the form owner directly.

How to filter submissions using sidebar navigation 

Navigating Submission Groups

• On the left sidebar, submissions are organized into submission groups based on your access level. You will see at least one of the following:
  • • All at [Site/District]: Submissions shared with you for access.
    • Reviewed by You: Submissions you’ve already reviewed and approved.
    • Initiated by You: Submissions you’ve started.
      
      

Additional status filters within submission groups

• Each submission group has additional filter options to help you narrow down your view. These include:
  • All: Shows all submissions within the selected group
  • Pending: Shows all submissions that are currently in progress
  • Completed: Shows submissions that have been completed
  • Denied: Shows all submissions that have been denied
  • Archived: Displays submissions that have been archived
  • Canceled: Shows submissions that were canceled before completion

How to search and filter responses

Locate the Search and Filter Tools

• At the top of the Responses page, find the purple bar with tools to search and filter submissions within a selected group.
  

Search Submissions

• Enter a search term into the search box to locate specific responses. 
  • Note: The search only works with default and custom filters and does not search all fields on the form.

Filter Submissions

• To filter submissions, you can use the default filters below:
  
  • Updated* Last Activity - Shows the last relative time that a pending form has had activity. 
    
  • Updated* Waiting On - Shows what step in the approval route the form is waiting on and the number of forms at each specific step
    
  • New* Current Approver - Allows users to search and filter submissions using the current approver's name or email. 
    
    
  • Status - Shows what status the form is in. To Learn more about statuses click here.
  • Initiated By - Allows users to search and filter by the person who initiated the form 
  • Initiated Date: Allows users to search and filter the initiated date by a specific date or date range. 
  • Custom filters - Form owners can add almost any field from a form as a custom filter. These filters will show up in the description column. To learn more about customizing your search and filter options, you can follow the steps here.

How to sort and manage submissions

Sort Submissions

• • On the Responses page, you’ll see columns corresponding to several default filters (e.g., status, last activity).
  • To sort submissions, click on a column header. Submissions will be reordered based on the selected column.

Select and Perform Bulk Actions

• • Use the checkboxes next to submissions to select multiple entries.
  • With selected submissions, you can:
    • Download Submissions/Data
    • Archive Submissions
    • Send Reminders
    • Bulk Cancel

Manage Individual Submissions

• Each submission has a menu with additional options. These options depend on your permissions for the form but may include:
  • Open: Opens the specific submission for review and/or processing
  • Form History: Accesses the form’s history and audit trail
  • Change Approver: Updates the approver for the current step.
  • Update Initiator: Modifies the name or email of the form’s initiator.
  • Copy to New Form: Copies the information to create a new submission.
  • Cancel Form: Cancels the submission, removing it from the workflow.