This topic describes how the system stores different versions of submitted forms and explains how to view them. The version history is useful when you need to keep track of the changes made in a form, see which users were part of a workflow, or complete an audit.
Supported on all tiers:
Form Submission versions are records of all the changes users make to a single Form Submission.
How Form Submission versions work
The system creates a new form submission version each time form data changes. Form submission versions provide a way for you to review the data that changed and identify the user who changed it.
The following table describes a workflow initiated by a supervisor dispatching a form.
Note:Users can also start work on a form by opening it from the Forms tab in the Mobile App. In this case, the first Form Submission version is created when the user transfers or sends the form.
|Dispatch to mobile user||Yes||1|
|Mobile user transfers incomplete form||Yes||2|
|Mobile user claims incomplete form||No||2|
|Mobile user transfers incomplete form||Yes||3|
|Supervisor reassigns form||No||3|
|Supervisor unassigns form||No||3|
|Mobile user claims unassigned form||No||3|
|Mobile user sends complete form||Yes||4|
|Supervisor sends form for editing||No||4|
|Mobile user sends edited form||Yes||5|
Note:The term transferred only applies to ProntoForms Teamwork-enabled forms. For more information about the ProntoForms Teamwork feature, go to Introduction to ProntoForms Teamwork.
You must be a ProntoForms Admin user or a User with Can View group permissions.
Note:The following example includes a Form Submission version created when a user transfers an incomplete ProntoForms Teamwork-enabled form. This feature is only available for Enterprise tier accounts.
Data & Analytics > Submissions (by Form) > FormName > Continue
Manage Forms > FormName > Go to submissions
Result: The Web Portal displays the Form Submissions page for the selected form.
Select the Reference #.
Result: The Form Submission Details page opens.
Select the reference number, and then select Version History.
Result: The Form Submission Versions page displays
- a row for each version
- the state of each version
- the user who last submitted (sent or transferred) data for each version, and
- the user who owned each version.
The following example shows the version history of a completed form.
To see the answers provided for a specific form version, select the version number.
Result: The Form Submission Version Details page displays the answers and indicates whether the submitter edited any previous answers.
- The Last Updated column shows the date, time, and timezone of the latest update to the Form Submission.
- The Owner column shows the user who currently has the form in their Inbox. The system displays an owner when the supervisor dispatches a form, sends a form for editing, or reassigns a ProntoForms Teamwork-enabled incomplete form (Enterprise tier only).