Forms & surveys

Responses

Find, read and act on the answers people send, and choose what happens automatically when a response comes in.

Responses

Every time someone fills in a form, the answers are saved as a response. Open a form and choose Responses to see them.

Finding a response

Date range. The list starts at the last 30 days. Choose Today, 7 days, 90 days or All time to change it.
Pass or fail. Forms with scoring or results show Passed and Failed filters.
Search. Type a word from any answer, such as a name or a table number.
Columns. Choose Columns to pick which answers show in the table. Your choice is kept in the page address, so you can bookmark it.

The newest responses are first. Use Newer and Older to move between pages.

Reading a response

Click a row to open it beside the list. The answers are shown in the same order as the form asks them. Questions that have since been removed from the form are listed last. Use the arrows to step to the next or previous response without closing the panel, or choose Open full page for a printable view.

Acting on a response

Mark reviewed puts a tick against the response so the rest of the team knows someone has looked at it. Choose it again to undo.
Raise follow-up adds a job to Follow-ups, linked back to this response. Give it a due date and it also appears in the Calendar.
Delete removes the response for good. The deletion is recorded in the audit log.

Follow-ups

Open Forms → Follow-ups for every job raised from a response or added by hand.

To do, Done and All switch between open and finished jobs.
Assigned to me shows only the jobs you own.
Overdue jobs are shown in red and counted next to Follow-ups in the menu.
Choose New follow-up to add one that isn't linked to a response.

Open a follow-up to change its stage, owner, due date and priority. Changes save as you make them.

What happens when someone responds

In the form builder, open Settings → When someone responds. Each rule is shown as a sentence at the top of its card, such as "When someone responds and Fridge temperature is more than 5, email all managers." You can:

Send a message by email or text to the person who responded, a fixed address or number, or everyone with a staff role. Choose At most once every to stop a busy form sending a message for every response.
Raise a follow-up with a title, type and priority. Put a question's key in double braces, like {{area}}, to include its answer in the title.
Save answers to the customer so their answers are kept on their customer profile when the response identifies them by email or phone.

Tick Only when a condition is met to limit a rule to responses with a particular answer. A warning appears on any rule that would send nothing, such as a text message with no phone number.