Form Submissions

Overview

The Form Submissions menu displays all submission data from onboarding forms that have been filled out by employees or candidates. This feature allows you to view, filter, and manage submissions based on status (Draft, Submitted, Approved).

Page Navigation

The Form Submissions page is located in the menu: Dashboard » Employee » Onboarding Forms » Submissions.

Submission List View

The submission list page displays a table with the following columns:

• No - Sequence number
• Form Name - Name of the form filled out
• Submitter - Submitter's name
• Status - Submission status
• Submitted At - Submission date
• Actions - Action buttons (View, Change Status)

Submission Data

Here are examples of registered submission data:

Total Data: 1-3 of 3

Filter Feature

Filters are available to make it easier to find submissions based on specific criteria.

Form Filter

• Select a specific form to view submissions from that form
• Default: All forms

Status Filter

Submission status options:

Rows per page

At the bottom of the page, there is a setting for the number of rows per page:

• Rows per page: 10
• Total data: 1-3 of 3

Actions on Submission

On each submission row, action buttons are available to manage the data.

View Details (🟢)

• Click the View icon (🟢) to see submission details
• Displays all data filled in the form
• Also displays uploaded attachments

Change Status (🟡)

• Click the Change Status icon (🟡) to change the submission status
• Status options: Draft, Submitted, Approved, Rejected
• Status changes will be recorded in the system

Submission Details

The Submission Details page displays complete information of a submission.

Submission Information

This section displays general information about the submission.

Form Data

This section displays the data filled in the form, shown in key-value format.

Other data will appear according to the fields in the form.

Attachment

This section displays files uploaded as attachments.

Attachment Example:

• WhatsApp Image 2026-01-14 at 13.02.16.jpeg

Attachment features:

• Click the file name to download
• Click the preview icon to view the file
• File will open in a new tab

Submission Status

Submission Status Flow

How to Change Status

1. Click the Change Status icon (🟡) on the submission row
2. Select a new status from the dropdown:
   • Approve - Approve the submission
   • Reject - Reject the submission
   • Mark as Draft - Return to draft status
3. Confirm the change
4. Status will change and be recorded in the system

Usage Tips

1. Review submissions regularly - Regularly check submissions with "Submitted" status for processing.
2. Use filters - Utilize Form and Status filters to narrow down your search.
3. Pay attention to attachments - Ensure all required attachments are uploaded correctly.
4. Communicate status changes - If changing status to Rejected or Draft, inform the submitter to make improvements.
5. Archive old submissions - Approved submissions can be archived to reduce display load.
6. Export data if needed - If a summary is needed, use the export feature (if available).
7. Record change history - Note that status changes are recorded for audit purposes.

Integration with Other Modules

Troubleshooting

Submission Not Appearing in List

• Refresh the browser page
• Check Form and Status filters
• Ensure the correct page is selected

Failed to View Submission Details

• Ensure the submission still exists (not deleted)
• Check internet connection
• Try opening from a direct link if available

Attachment Cannot Be Downloaded

• Check file format (may be corrupt)
• Try right-click and save as
• Contact administrator if file is important

Failed to Change Status

• Ensure you have appropriate access rights
• Refresh the page and try again
• Check if the submission is still in a changeable status

Data Incomplete

• Contact the submitter to complete the data
• If necessary, change status to Draft so the submitter can continue

Next Steps

• Onboarding Forms
• Onboarding Links
• Employee Database
• Document Management