Review and manage form submissions

Once forms are assigned and completed, administrators can manage submissions using the Form Submission Manager. This tool allows you to search, filter, export, and update form statuses across your organization.

1. Log on to iTacit Admin Tools as an Administrator.

2. Navigate to Library > Form Submission Manager.

3. Use the Search Filters

   1. Filter by:

      1. Form name (e.g., “Incident Report”)

      2. Date range (e.g., submissions from the past month)

      3. Status (e.g., Completed)

      4. Assignee or Subject

4. Click Search

5. Use the checkboxes to select one, several, or all matching submissions.

6. The Action button will provide additional options to change the status of the form(s), to export form submissions into a workbook, or to bulk edit start, end, and due dates for select submissions.

Understanding the Form Submission Tabs

When you open a specific form submission from the Form Submission Manager, you’ll see several tabs that provide insight into the form’s lifecycle, content, and workflow. Each tab serves a unique purpose in helping administrators and managers review, troubleshoot, or take action on a submission.

1. General Tab

The General tab provides a high-level overview of the form submission. It includes key metadata and allows you to make administrative changes.

What You’ll See:

• Form Submission Number: A unique identifier for tracking

• Assignee: The employee assigned to complete the form

• Status: Current state of the form (e.g., Assigned, In Progress, Completed)

• Due Date: The deadline for completion

• Additional Notes: Any notes added by administrators or users

What You Can Do:

• Change the status of the form (e.g., cancel, complete, reopen)

• Add or edit notes for internal tracking

• Export the form in the PDF format via Action > Export as PDF

Example: An HR coordinator notices a form is still marked “Assigned” past its due date. After reviewing the notes, they update the status to “Canceled” and add a note explaining that the employee left the organization.

2. Answers Tab

The Answers tab displays the responses submitted by the employee. It’s useful for reviewing content without downloading or exporting the form.

What You’ll See:

• All completed questions and answers

• Section-by-section breakdown (if applicable)

Example: A manager is reviewing a “Training Feedback” form that an employee says they can’t submit. In the Answers tab, the manager sees that a required question was skipped, preventing submission.

3. Attachments Tab

The Attachments tab shows any files uploaded by the employee during form completion.

What You’ll See:

• Uploaded documents (e.g., PDFs, images, certificates)

• File names and upload timestamps

Example: An employee submits a “License Renewal” form and uploads a scanned copy of their new license. The HR team reviews the file in the Attachments tab before updating their record.

4. Notes Tab

The Notes tab captures any comments added by the employee or secondary users during the form’s lifecycle.

Example: A secondary user adds a note explaining why a section was reassigned back to the primary assignee for edits.

5. Status History Tab

The Status History tab provides a timeline of the form’s progress, including who assigned it, when it was started, and when it was completed.

Example: A compliance officer reviews the Status History to confirm that a “Safety Incident Report” was submitted within 24 hours of the event, as required by policy.

6. Multi-User Tab

For multi-user forms, this tab shows the workflow structure and who is responsible for each section.

What You’ll See:

• Section-by-section assignments

• Current assignee for each section

• Progress indicators

What You Can Do:

• Reassign sections to different users

• Monitor workflow progress

Example: A manager assigned to complete a section of a “Performance Evaluation” form is on extended leave. From the Multi-User tab, HR reassigns that section to the acting team lead to keep the process moving.