Review and manage form responses submitted through your public portals, export data, and merge submissions into client records.

### Overview

- **What it is:** The **Submissions** page lets you review, filter, and act on every form response collected through your portal forms.
- **Why it matters:** Centralizing form data eliminates manual data entry, speeds up intake workflows, and ensures no submission falls through the cracks.
- **Who uses it:** Administrators, clerks, and case managers who process incoming form data from clients or the public.
- **Expected outcomes:** Faster intake processing, fewer data-entry errors, and a complete audit trail of every submission.

### Prerequisites

- An active eCourtDate account with admin or staff permissions
- At least one published form linked to a portal
- Clients or public visitors who have submitted responses

### How-To Steps

#### Step 1: Open the Submissions Page

1. Click **Forms** in the main navigation.
2. Click **Submissions** to view all collected responses.

#### Step 2: Filter Submissions

1. Use the filter bar at the top to narrow results by form name, client, date range, or status.
2. Select a specific form from the **Form** dropdown to isolate its responses.
3. Click **Search** to apply your filters.

#### Step 3: Review a Submission

1. Click on any row to open the full submission detail.
2. Review each field and its response value.
3. If files were attached, click **Download** next to each attachment to save it locally.

#### Step 4: Export Submissions to CSV

1. Apply any filters you need so the export contains the right data set.
2. Click the **Export** button above the results table.
3. Select **CSV** as the format.
4. Save the downloaded file to your computer.

#### Step 5: Merge a Submission into a Client Record

1. Open the submission you want to merge.
2. Click **Merge to Client** at the top of the detail view.
3. Search for an existing client or create a new record.
4. Confirm the field mapping and click **Save**.
5. The submission data is now part of the client's profile.

#### Step 6: Set Up Staff Notifications

1. Navigate to **Forms** > **Settings** for the form you want to monitor.
2. Enable **Notify on New Submission**.
3. Select the staff members or groups who should receive alerts.
4. Click **Save**. Staff will now receive notifications whenever a new response arrives.

### What to Expect

After merging a submission, the client record updates immediately. Exported CSV files reflect the filters you applied at the time of export. Staff notifications are sent within moments of a new submission arriving.

### Best Practices

- Review and process submissions daily to keep your queue manageable.
- Use filters consistently so you do not overlook responses from specific forms or date ranges.
- Archive processed submissions to keep the active list focused on items that still need attention.
- Save frequently used filter combinations for faster access.
- Enable staff notifications on high-priority forms so nothing is missed.

### Frequently Asked Questions

**Q: Can I edit a submission after it has been submitted?**
A: No. Submissions are read-only to preserve data integrity. If corrections are needed, merge the submission into a client record and edit the client profile directly.

**Q: What file types can clients attach to form submissions?**
A: Clients can attach PDFs, images (PNG, JPG), and common document formats (DOCX, XLSX). Maximum file size is determined by your portal settings.

**Q: How do I know when a new submission comes in?**
A: Enable **Notify on New Submission** in the form settings. Staff members you select will receive email or in-app notifications automatically.

**Q: Can I export submissions from multiple forms at once?**
A: Each export applies to the currently filtered view. To export across forms, remove the form filter before clicking **Export**.

### Troubleshooting

| Issue | Symptoms | Solution |
|-------|----------|----------|
| Submissions not appearing | Form is published but no responses show | Verify the form is linked to an active portal and that the portal URL is accessible to the public. |
| Export file is empty | CSV downloads with headers only | Check that your filters are not too restrictive. Clear all filters and try the export again. |
| Merge button missing | No **Merge to Client** option visible | Confirm you have admin or staff permissions. Only authorized roles can merge submission data. |
| Attachments will not download | Download link returns an error | The file may have been removed or the storage connection may be temporarily unavailable. Contact your administrator. |

### Related Articles

- [How to Create and Manage Forms](/how-to-create-and-manage-forms)
- [How to Set Up Portals](/how-to-set-up-portals)
- [How to Manage Clients](/how-to-manage-clients)