View, export, and manage all form submissions from one central location so your agency can process client responses efficiently and merge data directly into existing records.

### Overview

When clients complete forms through your portal, every submission is captured in eCourtDate with full response details, timestamps, and any uploaded attachments. The Submissions view gives your agency a centralized place to review individual responses, export data for external analysis, download attached files, and merge submitted information into client records automatically.

- View all submissions for any form in a searchable, sortable table
- Open individual submissions to review every field response in detail
- Export submissions to CSV for reporting, auditing, or import into other systems
- Download file attachments that clients uploaded through form fields
- Merge submitted data into existing client, case, or event records without re-entering information

Court clerks use submissions to process self-service filings. Probation officers review compliance check-in forms. Administrative staff collect onboarding information from new clients. The submissions workflow ensures no response is lost and every piece of data reaches the right record.

### Prerequisites

Before reviewing form submissions, make sure you have:

- An active eCourtDate agency account with Admin or Manager role access
- At least one form created and linked to a portal (go to **Admin** > **Forms** to manage forms)
- At least one submission from a client (test by submitting the form yourself through the portal)
- (Optional) Client records already created if you plan to merge submission data into existing profiles

### How-To Steps

#### Step 1: Navigate to the Form Submissions

1. Sign in to your eCourtDate agency.
2. Click **Admin** > **Forms** in the top navigation bar.
3. Locate the form you want to review in the forms table.
4. Click the **Edit** button next to the form.
5. Click the **View Submissions** button at the top of the form editor.

You are directed to a spreadsheet-style view showing all submissions for that form.

#### Step 2: Review Individual Submissions

1. Browse the submissions table, which displays one row per submission with key field values, the submitter's name, and the submission date.
2. Click the **Edit** button on any row to open the full submission detail view.
3. Review every field response the client provided, including text entries, dropdown selections, checkboxes, and uploaded files.
4. If needed, update or correct any field value directly in the detail view.
5. Click **Save** to apply any changes.

#### Step 3: Download File Attachments

If the form includes file upload fields, clients may attach documents such as identification, court orders, or supporting evidence.

1. Open an individual submission by clicking **Edit**.
2. Scroll to the file upload field in the submission detail.
3. Click the **Download** button next to each attached file.
4. Save the file to your computer or agency shared drive for further review.

Attachments are stored securely on eCourtDate and remain accessible as long as the submission exists.

#### Step 4: Export Submissions to CSV

1. From the submissions table, click the **Export** button.
2. Select the date range you want to include in the export.
3. Click **Download** to generate the CSV file.
4. Open the CSV file in a spreadsheet application such as Microsoft Excel or Google Sheets.

The export includes all field responses, submission dates, client information, and status values. File attachments are not included in the CSV but can be downloaded individually from each submission.

#### Step 5: Merge Submission Data into Client Records

1. Open an individual submission by clicking **Edit**.
2. Click the **Merge** button at the top of the submission detail view.
3. Review the field mapping, which shows how each form field maps to a client record field (for example, "First Name" on the form maps to the client's **First Name** field).
4. Confirm or adjust the mappings as needed.
5. Select the target client record from the dropdown, or allow eCourtDate to match based on name or contact information.
6. Click **Merge** to apply the data.

The client record is updated with the submitted information. A note is added to the client's activity log indicating which submission was merged and when.

#### Step 6: Filter and Search Submissions

1. Use the **Search** bar at the top of the submissions table to find specific submissions by client name, email, or any field value.
2. Use the **Status** filter to show only new, reviewed, or merged submissions.
3. Use the **Date** filter to narrow results to a specific time period.
4. Sort any column by clicking the column header.

### What to Expect

After a client submits a form, the submission appears in the submissions table within seconds. If you configured email notifications on the form (under form settings, **Notify on Submissions**), designated staff receive an email alert for every new submission. Exported CSV files download immediately and can be shared with other departments or imported into external systems. Merged data reflects on the client record right away, and any downstream processes (such as auto messages or workflows) that depend on client fields will use the updated information.

### Best Practices

- **Review submissions daily** to ensure timely follow-up, especially for forms related to court filings, compliance check-ins, or appointment requests.
- **Set up email notifications** on every active form so staff are alerted immediately when a new submission arrives. Go to the form editor and enter email addresses in the **Notify on Submissions** field.
- **Use the merge feature** instead of manually copying data from submissions into client records. This reduces errors and saves time.
- **Export submissions monthly** for auditing and record-keeping purposes. Store exports in your agency's document management system as a backup.
- **Mark submissions as reviewed** after processing them so your team can quickly identify which responses still need attention.

### Frequently Asked Questions

**Q: Can I edit a submission after a client has submitted it?**
A: Yes. Open the submission by clicking **Edit**, make your changes, and click **Save**. The original submission data is preserved in the activity log for auditing purposes.

**Q: What happens if a client submits the same form more than once?**
A: Each submission is recorded as a separate entry. You can review all submissions from the same client by searching for their name in the submissions table. Duplicate submissions do not overwrite each other.

**Q: Can I delete a submission?**
A: Yes. Open the submission and click **Delete**. Deleted submissions are moved to the trash and can be restored within 30 days. After 30 days, they are permanently removed.

**Q: Is there a limit to how many submissions I can export at once?**
A: CSV exports can include up to 10,000 submissions per file. If your form has more than 10,000 submissions, use the date range filter to break the export into smaller batches.

**Q: Can I see which form a submission came from if I have multiple forms?**
A: Yes. Each submission is linked to its parent form. When viewing submissions from the main forms list, you always see submissions for one form at a time. You can also search across all submissions from the **Uploads** page.

### Troubleshooting

**Issue:** No submissions are appearing for a published form.
**Symptoms:** The submissions table is empty even though clients report they completed the form.
**Solution:**

1. Verify the form **Status** is set to **Public** or **Private** (not **Draft**).
2. Confirm the form is linked to an active portal by checking the **Portal** field in the form editor.
3. Ask the client to confirm they clicked the **Submit** button after completing all required fields.
4. Check whether the form has required fields that clients may be skipping, which would prevent submission.

**Issue:** Merged data is not appearing on the client record.
**Symptoms:** After clicking **Merge**, the client record still shows the old information.
**Solution:**

1. Open the submission and verify the merge status shows **Completed**.
2. Check the field mapping to ensure form fields are mapped to the correct client record fields.
3. Refresh the client record page to see updated values.
4. If the target client was not matched correctly, open the submission, click **Merge** again, and manually select the correct client.

> **Important:** If you continue to experience issues after following these troubleshooting steps, sign in to eCourtDate and create a ticket by clicking the ticket button in the bottom right corner of the screen.

### Related Articles

- [How to Create Forms](/how-to-create-forms)
- [How to Manage Files](/how-to-manage-files)
- [How to Manage Clients](/how-to-manage-clients)