View Form Submission Versions

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.

Available on all tiers:

Contents

• View Form Submission Versions
  • What are Form Submission versions?
  • How Form Submission versions work
  • Prerequisites
  • View a Form Submission version
  • Related topics

What are Form Submission versions?

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 A form submission version is a record of the changes a user made to a single Form Submission. The system creates a new form submission version when a form is dispatched, transferred as incomplete (TrueContext Teamwork only), edited, or submitted. each time form data changes. Form submission A form submission is a dispatched or submitted form. 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.

Action	Changes to data?	Form Submission version
Dispatch The term "dispatch" refers to the act of sending a form to a mobile user or customer. Typically, a dispatched form includes some information pre-filled to give the recipient context for the work to be done. Dispatch can be manual or automated (using a Dispatch Data Destination or the TrueContext REST API). 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 assigns 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 TrueContext Teamwork-enabled forms. For more information about the TrueContext Teamwork TrueContext Teamwork is an Enterprise tier feature that enables mobile users to transfer incomplete forms for other users to complete as part of a multi-user workflow. This can be useful for jobs that require someone else's expertise or that span multiple shifts. feature, go to What is TrueContext Teamwork?.

Prerequisites

You must be a TrueContext Admin user or a User with Can View group permissions.

View a Form Submission version

Note:The following example includes a Form Submission version created when a user transfers an incomplete TrueContext Teamwork-enabled form. This feature is only available for Enterprise tier accounts.

1. Go to

   Data & Analytics > Submissions (by Form) > FormName > Continue

   or

   Forms & Integrations > FormName > Go to submissions

   Result: The Web Portal displays the Form Submissions page for the selected form. By default, The Form Submissions page displays form submissions from the last 30 days.

2. Select the Reference #.

   Result: The Form Submission Details page opens.

3. 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 assigned to each version.

   The following example shows the version history of a completed form.

   

4. 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.

Related topics

• View Form Submissions in the Web Portal
• Form Submission Status
• Editing Form Submissions