Responses

Reading what came in, reviewing and flagging it, and what cannot be changed afterwards.

Every answer a form receives lands in one place: the form's responses page, opened from the form itself. Whether the response came from a colleague in the office, a field worker on a phone or a stranger following a public link, it appears in the same list.

The responses list

The list gives one row per response, with these columns: number, Name, Gender, Source, Submitted On, Linked and Actions. Source tells you how the response arrived, and Linked tells you whether it has been lynked to a record in your register.

Below it a second table lists the people who were enrolled but have not answered yet, with their Name, Phone and Actions, so chasing the gap does not mean comparing two lists by hand.

Above both tables the page counts the work for you: how many people are enrolled, how many have responded, how many are still pending, and the completion rate that follows from those.

Screenshot: the responses page, with the summary counts, the list of responses and the table of people yet to answer.

There is no search box and no column filter on this page. To slice the responses, or to look at them next to anything else, take one of the exports.

One response in full

Open a response and you see every question of the form with the answer that was given. Where the form is scored, the computed figures are shown with it. Where the form is a post test, the comparison with that person's pre test is shown too, with the gain figures. A satisfaction form shows its satisfaction figures on the same page.

Reviewing and flagging

Checking responses is a different job from collecting them, and it is a different permission: Form Data Review. Somebody who can fill forms in does not automatically get to sign them off.

A response carries a review status of its own, which is one of Submitted, Under Review, Approved, Flagged or Corrected. There are two things a reviewer can do with it:

Approve the response, which records who approved it and when.
Flag it with a note that points at the particular question that looks wrong, so the person who follows it up knows where to look.

What cannot be changed

An answer that has been submitted cannot be edited. Reviewing changes the review status and adds notes beside the response; it never rewrites what the person actually answered.

There is also no way to delete a single response. Deleting a form deletes its questions and all of its responses together, and that is the only deletion the module offers, so treat the button with the care that implies.

That is why flagging exists. When an answer is wrong, the record of what was actually submitted stays where it is, and the note beside it says what is wrong with it.

Duplicate answers

Whether a second response from the same person is accepted depends on the duplicate policy set on the form: allow, warn or block. For a response filled in by staff the check is against that individual's earlier completed responses, which is the reliable case. For an anonymous visitor on a public link, the only thing available to compare is their browser session.

Your workspace activity log records the shape of what happened without recording what was said. Submitting a response, approving one, flagging one and deleting a form are all written to it, and the submission entry deliberately notes only the kind of respondent and how the form was filled in, never the answers and never the respondent's name.