Today, we'll take a look at Open for Editing and offer a refresher on Edit Submission Responses. Then, we share our advice for when to use which (recycling some good stuff from the vault!). Dig in!
What is Open for Editing?
Open for editing is the ability for submitters to make an edit to a previously submitted submission. It is available on Initial Forms, Additional Forms, and Request Forms. Edits can be initiated by submitters (if allowed), or by you.
Edits Initiated by Submitters
It's a good idea to allow applicants to request to make an edit, because when they put their best foot forward, your whole program benefits. Here's how it works:
Allow or disallow submitters to initiate an edit request in your Account Settings under More > Accounts.
When an applicant requests to edit a form, the organization will receive an email. Note that submitters cannot make an edit until you have approved their request.
You can approve the request by selecting Open Editing within the form on the submission detail page. Note that for Additional and Request Forms, this is within the Actions menu.
You can create response templates to reuse when responding to requests to edit submissions.
Edits Initiated by Admins
You may initiate an edit request yourself. This is a good idea when you are providing feedback to steer an application to a stronger state, if you need additional information, or in some cases, when you've changed your form to add a new question that you'd like previous submitters to answer.
When asking for edits, be sure to:
Clarify what you'd like edited and why. For example: "Can you give more details about [an aspect of the proposal]?"
Let submitters know if there is a deadline.
Edits and the Activity Log
When initiated by an applicant, an edit request will be logged in the activity log with the note "[Submitter Name] sent an edit request" and any note they included.
When an admin opens a submission for editing, that will be noted in the activity log as "Marked as editable by [Admin Name]"
If an admin sends an email when opening a submission for editing, the activity log will note that separately.
When a submitter makes edits and resubmits, it will be logged as "Closed for editing by [Submitter Name]".
When an admin closes a submission for editing before edits are submitted, it will be logged as "Closed for editing by [Admin Name]."
Note that there is not a way to tell exactly what was edited, or what a submission said previously, via the activity log (or anywhere else). If you need this captured, you should include it in your communications. Or, take a screenshot and attach it to an Internal Form.
FAQs
How and why would I open for edits in bulk?
You can open and close submissions for editing in bulk from the submission list view by selecting the submissions and clicking the Open Editing button. This is likely how you'll proceed if you add a question to your form after you've already received submissions, and you'd like to encourage those who already submitted to go back and answer it.
How will I know when a form is editable?
On the submission list view: Editable submissions (Initial Forms) will show an editable icon:
When Additional Forms are open for editing, the Additional Form icon will change from blue to gray, and when you hover, it will say editable. You can also apply a filter for Additional Forms that are open for editing.
On the submission detail page: When Initial Forms, Additional Forms, and Request Forms are opened (fully viewable), the button that typically reads "Open Editing" will change to "Close Editing". Additional Forms and Request Forms will also show an editable icon.
You can also refer to the activity log.
How will I know when edits are complete?
When edits are complete, the organization and any assignees will receive an email. Additionally, the cues that indicate editability will be gone. Finally, you can refer to the activity log.
Can submitters collaborate with others when a submission is open for editing?
Yes!
Can I open up only a single form field to editing?
Unfortunately no. At this time the entire submission becomes editable.
What is Edit Submission Responses?
Edit Submission Responses bypasses the edit by submitter workflow described above, allowing program administrators (Levels 4 and 5) to directly make changes on Initial, Additional and Request Forms. This is a common need to adjust typos, fix a unique identifier number, and more. It eliminates back and forth with applicants and reduces bottlenecks when minor adjustments or fixes are needed.
Submitters will receive an email alerting them to the change made:
There is also full visibility in the activity log of the change that was made, including the original and edited response:
Note: You cannot use Edit Submission Responses to update some Personal Identifiable Information (PII), such as the Social Security Number field, or for fields branched within Form Logic.
When to Use Open for Editing vs. Edit Submission Responses
Now that we've done a refresher, read on for recommendations on when to take advantage of Opening for Editing vs. Editing Submission Responses.
When to Use Open for Editing
When an applicant asks to make an edit: When an applicant independently requests to edit their application, you should allow it. This facilitates an applicant's ability to best represent themselves, or update any information that may have changed.
When collecting sensitive information: Some information cannot be updated via Edit Submission Responses. Additionally, allowing your applicants to manage their own personal information helps ensure that information is submitted correctly and with their consent.
When many edits are needed, or changes may be complicated: For more comprehensive changes, it’s best to permit your applicants and their stakeholders to independently update or complete requested changes to ensure that the submission matches their desired state.
When branching questions may impact follow up questions: Branched questions cannot be edited by admins. Ask your applicants and their stakeholders to complete submission edits in these instances so that they can independently navigate through your prompted branched questions.
When to Use Editing Submission Responses
When adjusting typos or completing quick changes: Minimize disruptions and back and forths with your applicants by completing these adjustments to maintain your program workflows and deadlines. Also, since submitters are alerted of each change to their application, they can confirm that your change does not alter the intent of their submission.
When anticipating reporting needs: You are in a better position than your applicants to understand how something like formatting may impact your data needs.
When an applicant is technologically challenged: We’ve all been there–help your applicants out by completing an edit for them when you know that they struggle with technology tools, or may not have access to a device to help complete requested changes.
When you need a log of exactly what a submission said before and after for audit purposes. Unlike when submitters make the edits themselves, when admins make an edit, the before and after information remain visible in perpetuity within the platform.
As always, I hope you find the tips and tricks shared here helpful. Hope everyone's summer is off to a great start—here in Missoula, river weather is imminent! See you next month.