What is the Form Response?
Form Responses are records that are automatically generated as soon as a form is opened. They record a few bits of information about the user viewing the form:
|Type||Explanation & Reason||Usage|
|Start Time||This is the time at which the form was opened. It is required so we can track whether/if a form was opened at all and so we can provide estimation of how long the form was “live” on the user’s screen||Analytics|
|End Time||This is the last time the server had connection with the user. If the user closes the form, their laptop/mobile goes offline, this date will no longer be update. The system is configured so that a form “pings” the server every 10 seconds to make sure it is still viewed|
|Browser||This is required to determine why a user may be experiencing viewing/submission problems. It also helps to get analytics on what devices users complete forms, so you can target your audience better. It is also a requirement to make electronic signatures legally binding||Analytics and ISO compliance|
|IP Address||It is also a requirement to make electronic signatures legally binding|
|JSONdata||This is a long string that stores the state of the form. If the setting “Autosave” is enabled (refer to this article) this will be continually updated. This is used so you can view exactly how and what the user completed at the time of submission. It is also helpful tool to recover lost forms||Data storage and recovery|
Access and Types
You can access the form responses from the “Form Responses” option in the form builder.
There are 4 types of Form Responses that are recorded and made available under the Form Responses pop up:
- Complete – under this section, you will have a list of all the successfully submitted forms by users.
- Failed – under this section, you will have a list of forms which failed submission. Failure may be due to internal server errors like validation rules, trigger failure, workflow/process builder failure. You can attempt to re-submit the form to see exactly why it failed.
- Draft – you can refer to this article for more detailed information on what is a draft form
- Autosave – this section stores a list of all the forms which were opened, but not submitted or saved as draft.
Viewing Form Submissions
Against each form submission, you will have the ability to “View” the form as it was last displayed to the user. This feature depends on the setting “Autosave form“. Here is a break down of functionality:
|Complete||You can view a form as it was submitted by the user. You can also make amendments and re-submit the form through the response, updating the record created initially|
|Failed||You can attempt to submit the form from the form response. If errors are encountered, they will be displayed to you. Since a failed form means no records were created in the database, upon successful submission, new records will be created.|
|Draft||You can submit the form response on behalf of a user who left the form in “Draft” status. This depends on the completion stage of the form – if more required information is needed, you would have to provide it before submission. Draft forms do not have records created in the database, so if you as an administrator submit the Draft, new records will be created|
|Autosave||Autosave Form Responses will not always have sufficient information/data in them. They also depend on the function “Autosave form” to store form data. Those form responses are usually only stored for Analytics|