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You can view, open, comment on, and change the status of the forms submitted to your organization. You can view the forms online, or you can create a PDF of a submitted form to print out or attach to an email.

Where do I find it?

You can find the Submitted Forms page by going to Contacts > Submitted Forms.



On this page:

 Click here for information on permissions

The following actions are available for Submitted Online Forms with the specified service and user roles:

The Site Admin can perform all of the actions listed below.

Action

Description

Services

User Roles

View

Able to view Submitted Online Forms.

Web Site

Online Form Admin
Online Form User
Online Form Reviewer

Edit

Able to change the answers on a Submitted Online Form.

Web Site

Online Form Admin

Update Status

Able to change the status of a Submitted Online Form.

Web Site

Online Form Admin
Online Form Reviewer
Online Form User

Contact Applicant

Able to contact the applicant through the Submitted Online Forms feature.

Web Site

Online Form Admin
Online Form Reviewer
Online Form User

Print a Completed Form (PDF)

Able to manage the Online Form settings

Web Site

Online Form Admin
Online Form Reviewer
Online Form User

Create Contract PDF

Able to create a contract PDF from a Submitted Online Form.

Web Site

Online Form Admin
Online Form Reviewer
Online Form User

Create an Online Form for a Contact

Able to create a Form for a Contact.

Web Site

Online Form Admin
Online Form User
Online Form Manager

The Submitted Forms Data Table

When you go to the Submitted Forms page for the first time, you will see the default status view with your currently pending/open applications in the data table. You can change your view to see other statuses, by selecting a view from the drop-down view list. You can also create a custom view to change the fields and field order and filter by status. 

When viewing any data table, you can sort the form list by clicking a column name.

The icons for each form from the data table are:



Description

Edit

Edit the submitted online form:

  • Edit animal
  • Assign form to another volunteer
  • Change application status
  • Change the answers on the submitted online form

View

View the submitted form with the answers provided by the user.

  • Steps: How many Steps are assigned to the form, how many have been completed, and what percentage of completed steps have passed (this appears only for forms with steps assigned)
  • Comments:  Add comments to the form. Only volunteers with the appropriate permissions will see these comments.

PDF

  • Open the submitted online form as a printable pdf.

Contact Applicant

  • Send an email to the applicant.

Form ID

123456

Clicking on the Form ID gives you access to everything on one screen.

  • Open as PDF
  • View/Add Comments
  • Contact Applicant
  • Submit a New form for this Contact
  • Edit Form Details
  • Edit Answers
  • View Answers

This is the Default View of the Submitted Online Forms data table.

After viewing the form for the first time, you may want to change the status to Under Review, then assign the form to another volunteer to follow up on one or more of the steps (phone interview, vet check etc), then have that volunteer update the comments on the form, change the status and then assign the form to another volunteer for completion.

Viewing Submitted Forms from an Animal page

At the top of each animal page, you can see how many forms were submitted for that animal. Click the Submitted Online Forms link to view these forms.

Viewing Submitted Forms from a Contact

At the top of each contact page, you can see how many forms were submitted from that contact. Click the Submitted Online Forms link to view these forms.

There are additional settings that allow you to determine which contacts are added to your contacts list automatically. Some organizations prefer to only add contacts that have been approved to adopt/foster/volunteer rather than everyone who fills out an application. You can adjust this under Contacts > Contacts Settings

Printing or emailing a submitted online form as a PDF

You can print a PDF of a submitted online form, or you can attach a PDF to an email. To print a PDF of a submitted form, go to the submitted forms data table, and scroll to the form you want to print. To the left of the form, click the PDF icon (see screenshot). 

The submitted form opens as a PDF. The questions are in boldface with the answers below the questions in Roman typeface.

Your screen should offer you a download and print icon. To print, simply select the print icon and continue to select a printer and print.

To email the PDF, download the form, then open your email client and start a new email. Attach the downloaded file. 

PDF Contract from a submitted form

PDF Contract: The PDF contract feature creates a PDF version of a submitted online form, automatically pulling pertinent information from the applicant's online form.  The PDF contract is set up by RescueGroups.org support.  For more information about creating PDF contract files online for your organization, fill out a support ticket.  See the chapter Getting support for information about how to find support.


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