Viewing and Exporting Form Submissions
Why Viewing and Exporting Form Submissions Matters
Form submissions are the data people provide when they fill in your forms. Viewing submissions lets you see responses, track completion, and verify compliance. Exporting lets you use the data in reports, spreadsheets, or other tools. Whether you're checking that a contractor completed the site induction or analysing inspection results across locations, the submissions view is where you access that data.
How to View Form Submissions
Go to Forms > Submissions
Browse the list of submissions—each row shows the form name, submitter, date, and status
Click a submission to open it and see all the responses
Use filters to narrow results:
Form: Filter by one or more form templates
Submitter: Search by name or email
Date range: Submissions from a specific period
Status: Authenticated, anonymous, or all
Entity: Submissions linked to a specific location, asset, or person
You can also view submissions from a form's manage page (open the form, click Manage, then the Submissions or Responses tab) or from an entity's page (e.g. a location's form submissions).
How to Export Form Submissions
Go to Forms > Submissions
Optionally filter the list to the submissions you want
Select rows (if you want to export only specific submissions) or leave them unselected to export filtered or all data
Use the export options in the toolbar (e.g. Export or the download icon)
Choose format (Excel, CSV, or PDF) and scope (filtered results, all data, or selected rows)
Click Export
The export is generated in the background. When it's ready, you'll get a notification and can download the file. You can also re-download recent exports from Settings > Exports > Recent Exports while they are still within the retention period. See Use the Exports and Imports areas in Settings.
How to View a Single Submission
Click a submission row to open the submission viewer
See all field responses, submitter details, and submission date
If the submission is linked to an entity (location, asset, person), that link is shown
For submissions with approval workflows, view the approval status and history
Review submitted block answers
When a form collects block data, the submission viewer shows the answers as structured block cards with their evidence, alongside the standard field responses.
Protected answers are redacted until an authorised reviewer clicks Reveal answer. Each reveal is recorded in the audit log. The protected card states: "This answer is protected. Revealing it requires the matching permission and is recorded in the audit log." Revealing requires Manager or Admin access for the Forms module to view submissions, plus the matching module access for the sensitive block type — Manager or Admin for the Personnel module for personnel-sensitive blocks.
For personnel accreditation submissions, authorised reviewers can use Add to Personnel Record to apply the submitted values to a personnel record. Select a suggested or searched personnel record. When a request originated from a personnel record, that record is suggested first (labelled Request source) but remains optional.
The dialog then shows one of two paths:
If the record does not already have this accreditation, confirm with Add Block to add a new block with the submitted values and evidence.
If the record already has a matching accreditation, review the explicit current-versus-submitted comparison, then confirm with Update Block.
Evidence is copied to the destination block on create or update, and the original form response stays unchanged. Duplicate application to the same personnel record is prevented; applying again to a different record shows a reuse warning. Application history is shown on the submitted card.
For the full workflow, see Collect and apply block data with forms.
Before You Start
You need the Manager role for the Forms module (or view-submissions permission) to view submissions. You need export-submissions permission to export. If you can't see submissions or the export option, ask your site administrator to update your permissions in Settings > User Management.
Common Questions
Can I edit a submission after it's submitted? Only if the form allows editing after submit, and only the original submitter (or users with edit-submissions permission) can edit.
What's the difference between Submissions and Responses? They often refer to the same data. "Submissions" is the list of completed forms; "Responses" may be used in the context of a specific form's tab. Both show the submitted data.
Can I link a submission to a person? Yes. If a submission was completed anonymously but you know who it was from, you can link it to a personnel record. Use the Link to person option when viewing the submission (if you have link-submissions permission).