Seamlessly manage all of your form submissions, including funding, sponsorship, in-kind requests or anything else you can dream up! Collect, track and process your submissions in ONE place, saving you significant administrative time.
- How To Get Submissions
- Managing Submissions
How To Get Submissions
In order to get submissions, you have to have a form that is published and actively accepting submissions. You will need to share the link with people so that you can start to receive submissions. For more details on how to create, publish and manage forms you can visit this help article.
Once you have published your form and shared the links with your target audience, you should start receiving notifications that you have new submissions. To view your submissions, go to your company's Management area, click on "Forms & Story Generator", and then the "Submissions” tab to view all of the submissions.
Submissions can be filtered, sorted and searched to suit your workflow.
- Order and group your submissions by their state, recent activity or organization.
- Filter your list of submissions to only show particular state(s).
- Search your entire history of submissions using the text search field. This will not search the contents of the submission, just the 'Applicant Name', 'Form Name', Organization Name'.
Key information about the date, applicant and current state is available for each submission at a glance. Common actions to perform for each submission such as messaging or changing stage is also accessible for each submission in the list. There are several icons you may see associated with each submission.
Submission States and Icons
Every submission has a series of process states that can be updated by an administrator at any time by clicking on the Current State of a submission or by clicking the three dots on a submission and then clicking “Change State”.
When you are in the Change State dialog, you will have the ability to notify the respondent of the change and provide a custom message as well. If you are changing to one of the approved states, you will also see any fields that you have marked as 'Requires confirmation on state change' in their properties. This is the default state for all monetary input fields but it can also be applied to numeric fields. In the screenshot below you can see 3 cash values and a numeric value that can be verified and optionally updated during the state change.
It is up to you and your team to decide how informal or formal you need your process to be. You can choose to use all of the states or simply skip states that do not apply. You may even have different workflows for different forms. We are confident the Do Some Good tools will be able to support any program you can devise. The states provided by Do Some Good by default are:
- Unprocessed - Every new submission starts in this state. The review process has not begun.
- In Review - You have started to look at the submission, but no decision has been made yet. This stage may include communications with the applicant, internal discussions, external validation or any other requirements your workflow requires.
- Approved - The submission has been approved. Fields marked as 'Requires confirmation on state change' will be presented to you to verify and edit (if desired) when approving. By default, the applicant will receive a notification but this can be skipped.
- Paid and Distributed - The payment, sponsorship or in-kind support was delivered to the applicant. Fields marked as 'Requires confirmation on state change' will be presented to you to verify and edit (if desired) when marking as paid. By default, the applicant will receive a notification but this can be skipped.
- Declined - The submission has been declined. The applicant will receive a notification by default.
- Completed - Not all forms are meant for an approval process. An employee spotlight, impact follow up or survey just need to be processed and not approved. The 'Completed' state is for these types of submissions so they don't stay 'Unprocessed' forever.
- Archived - The submission was invalid, a mistake or inappropriate in some way. Setting the state to archived will remove the submission data from any dashboards and also from most reports. This state is NOT for long-term storage of older submissions.
- Custom - If your team have a custom workflow, we can add or remove states to perfectly match your needs. Custom support costs would apply.
In the Current State column, you may see icons next to submissions. The following list shows all of the icons and their meaning:
- The chat icon indicates an Administrator Note has been added to the submission by another administrator or reviewer on your team.
- The pencil icon indicates that at least one field was edited or adjusted by a reviewer.
- The newspaper icon indicates this submission has fields suitable for publishing a story. Red indicates a story is available but has not been published and green indicates a story has been published at least once at some point.
- The PDF icon indicates there are files attached to this submission. Images uploaded for stories will not trigger this icon.
Along with the ability to change the state of a submission, there are a number of tools available to you to interact with the submission as well as the applicant.
There are two buttons next to the Current State for each submission:
- View Details - View the submission details
- Message - Send an internal Do Some Good message to the applicant. If the applicant has kept the default notification settings, they will also receive and email with your message.
There is also a list of actions found by clicking on the three dots in the Actions column for each submission:
- Change State - A way to change the state of a submission (e.g., unprocessed, in review, approved, etc.)
- Edit Submission Values - If your form has fields that 'Require confirmation on state change', you can change the values on the submission.
- Create a Story - If you have added a “Suitable for story flag" to questions in your form, click this button and responses to those questions will auto-create a story you can share on social media, auto-feed to your website, or share on local media sites (where available).
- Add Connection - If the applicant, or the organization they represent, has a profile on the Do Some Good platform, you can add them as a community connection.
- Request Testimonial - If the applicant is an administrator of an organization on the Do Some Good platform, you can request a testimonial from them.
- Print / Print to PDF - A way to print a hard copy of the submission or convert to a PDF to share digitally. The printing is managed by your web browser and will be slightly different based on your operating system and browser choice.
Batch Processing Submissions (COMING SOON!)
You are able to select more than one submission at a time and perform actions on the entire group of selected submissions. That being said, there are only two actions that can be taken and they are applied in the exact same way to each of the selected submissions.
You can send a message to the submitter of each of the selected submissions. This will be one message composition and the identical content will be sent to each recipient.
You can change the state of the entire group of submissions. The dialog to do this will be very similar to the regular state change dialog but has notable exceptions:
- There is an indication of the number of selected submissions as well as the number of forms the submissions are related to.
- The option to notify the submitter will still be available to you, however, if you decide to provide a custom message, the identical message will be sent to all of the selected submitters.
- The most important change is that you will no longer have the ability to see the submitted and updated amounts for fields that require confirmation on state change. Instead, you will be asked if you have verified all relevant values and must click a checkbox indicating you have. You will not be able to proceed until you do.
Accessing Submission Details
You can view all of the details of each submission by clicking on the “View Details” button next to a submission. When you click, you will be taken to the Submission Summary Page with all information about that submission in one place.
Submission Data and Reports
The data for every submission for a given program can always be accessed from the custom report for each form. Details on how reports work and where you can find summary data can be found here.