The Submission Manager allows you to generate, view, modify, and delete data gathered by your forms. To access this feature, proceed to the Form Manager and click on the name of the form you want to manage. Once there, click on the Submission icon (represented by a Paper Airplane). This will enable you to assess, edit, or remove your submissions.

The Submission Manager, as opposed to other management tools within the application, offers greater versatility to handle the data collected via your forms. By default, it displays the first four fields to ensure full compatibility with the GridView. However, you can tailor it to your needs and choose which columns to display or hide.

Here are some notable features of the Submission Manager to be aware of:

• Navigation: The Submission Manager presents submissions in a tabular format. Each row corresponds to a submission, with the form field labels at the top and the submitted data beneath. Submissions are sorted by the date they were sent (creation date). You can alter this order by clicking on the "Submitted" cell. The default display is set to five submissions per page, but you can adjust this according to the number of rows for the entire application. To navigate between submissions, use the Next and Previous buttons.
• Show / Hide columns: To the right of the search box, you will see a button with a Table icon. Hovering over it will display the message "Show / Hide Columns". Clicking this button will show a list of all column names. Uncheck a name to hide a column, or check it to display the column. Note, however, that the "Checkbox", "Submitted", and "Actions" columns cannot be hidden, and at least two fields must be displayed at all times. This feature is handy when dealing with forms with numerous fields, as it allows you to customize the management view to your preference. The chosen settings get stored in your User Preferences and will be retained across different browsers or devices.
• Submission ID vs Submission Number vs Serial Numbers: Submission ID is a unique identifier for an entry across the entire system, while Submission Number is specific to an entry within a form. Hence, two different forms can share the same Submission Number but never the same ID. Serial Numbers, on the other hand, identify a row in the Submission Manager and conform to the page being viewed.
• Resize columns: If your form has numerous fields, displaying them all could lead to an overcrowded viewing space. This option allows you to broaden the width of the columns to a predefined minimum. Note that Easy Forms is designed to be responsive, and fields exceeding the page width will be hidden. You can view these by scrolling horizontally.
• Reset the Manager: If you've made changes to the manager, such as hiding columns, you can revert to the default view by clicking on the "Reset" button.
• Sort submissions: Sorting is a vital tool for data management. In Easy Forms, you can organize submissions by columns in ascending or descending order by clicking on the column header (Field Label).
• New submissions: Submissions labeled "new" next to the date are those that have not yet been viewed. Once you open to read the submission, the "new" label will disappear.
• DOI Status: This unique column indicates whether a form submission has been confirmed or not.
• Bulk actions: For tasks such as "delete", "mark as read", or "mark as unread" for multiple submissions simultaneously, simply check the checkbox for each relevant submission, then click the top right button (Checkbox Checked Icon). A menu with the options: Delete, Mark as Read, and Mark as Unread will appear. Click on your desired action. Note that to delete submissions, a popup will ask for confirmation. Once you click OK, those submissions will be deleted. This action is irreversible.

Viewing a Submission Record

When you select an entry in the Submission Manager, a vertical table displays all collected information. By default, this entry is view-only. To edit it, continue to the "Editing a Submission" section below.

Submission information is divided into three sections:

1. Submission Details: Displays the information collected by your form fields.
2. Sender Information: Reflects sender details collected by the application, including country, city, geolocation map, IP address, user agent, landing page, referrer URL. An icon will also be present to indicate whether the geolocation information was obtained with the user's consent.
3. Additional Information: Shows the Hash ID of the Form Submission. If Submissions are editable (check Form Settings), a link to the form page to edit this entry will be available. You can share this link with end-users to permit editing. Also, this section shows the date the Submission was sent or updated, and if it was made by a logged-in user, their username will be displayed

Note: Leave a comment about the submission. Comments can only be viewed in the Submission Manager—they aren’t included in exports.

Editing a Submission

To edit a Submission, go to the Submission Manager. Then, perform the following steps:

1. Click on the submission to edit.
2. You will see the Submission Information and at the right top see the “Edit” (pencil icon) button.
3. Click the Edit button.
4. The vertical table will become a similar form than the one you have created.
5. Make the changes you need
6. Submit the Form

Note: Keep in mind that when you edit an item, the data related to that submission will be overwritten permanently.

Create a Submission

To edit a submission, go to the Submission Manager. Then, perform the following steps:

1. Click the Add submission button (icon with the plus sign)
2. You will see a similar form than the one you have created.
3. Make the changes you need
4. Submit the Form
5. The new Submission will appear in the Submission Manager.

Deleting Submissions

To delete a submission, go to the Submission Manager. Then, perform the following steps:

1. Click on the submission you want to delete
2. Click on the Delete red button (trash can icon) at the top right.
3. A pop-up will appear asking you to confirm your decision to delete the submission.
4. Click OK.

Note: Keep in mind that when you delete an item, the data related to that submission (including attachments) will be removed permanently.

Printing a Submission

To print a Submission, go to the Submission Manager. Then, perform the following steps:

1. Click on the submission to print.
2. You will see the Submission Information and at the right top see the “Print” (printer icon) button.
3. Click the Print button.
4. The page preview to print will be displayed in black and white with submission details
5. Make the changes you prefer in the printer dialog window
6. Click on ‘print’

Filtering Submissions

To filter the data collected by the form you must select the Date Range and click the “Filter” button.

Exporting Submissions

To export the data collected by the form you must select the Date Range and click the “Export” button.

Then select the format of the file to be generated:

• Export as CSV
• Export as MS Excel
• Download Attachments

Searching Submissions

To search for specific submissions, input your desired criteria into the search box located at the top of the Submission Manager. This will return all instances where the word was found in the collected fields.

You can also locate a submission by its ID or Custom Number. Use the keyword "id" followed by a colon and the ID, or use the "#" key followed by a colon and the Number. For example, use "id:123" or "#:ORDER-123".

Furthermore, you can filter submissions based on Double Opt-In (DOI) status. To find confirmed email entries, use the keyword "status:confirmed" (without the double quotes). For unconfirmed email entries, use "status:unconfirmed" (without the double quotes).

File Management

You can manage files sent with your forms. Basically file management allows to:

• View sent files associated with the field used (label).
• Upload files when creating Form Submissions using the Submission Manager.
• Update uploaded files.
• Delete files

Important! When trying to update a Submission file made before the upgrade to version 1.3.6, older files will appear at the bottom of the list of uploaded files. You can remove them when you consider appropriate.

Resend a Notification or Confirmation Email

If your form has been set up to send email confirmations or notifications, an Email button will be presented on the Submission Details page. To resend any of these emails, simply click on the applicable button and confirm your intention to send the email.

‍