Opening a submission for editing benefits both the organization and the submitter. It supports instances where an organization may need to request that applicants make a specific change while allowing the applicant to maintain their ownership and the integrity of submitted content.
Organization team members with permission levels 3, 4, and 5 can select submissions from their Submissions List and open them for editing by submitters.
How to Allow Submitter Edit Requests
Allowing editing affects every Project in your account. The setting can be found in the Public Profile.
1. Under the More dropdown menu, select Account.
2. In the Public Profile section, scroll down to the Allow Edit Requests checkbox. If you would like to enable submitters to send an edit request to you, check this box. It will add a link in the submitter's account that allows them to send an edit request to your organization's email address.
3. Click Update Profile to save.
Note: Unchecking the Allow Edit Requests checkbox only deactivates submitters' ability to request editing privileges. Administrators can still choose to manually open submissions for editing.
How to Open a Submission for Editing
If you've turned on the ability to receive edit requests from submitters and receive an email request from a submitter, the notification email will include a link you can click to take you directly to that submission's details page.
To open a submission for editing without a request from the submitter, open the submission details.
1. Click on Open Editing.
2. You will be prompted to send the submitter a message and a dialog box will open. Select an email template or write a custom message to let the submitter know the submission is being opened for editing. If you'd like the submitter to make a specific edit, you can clarify your request in your message. You can also open the form for editing without notifying the submitter.
3. Choose the Send from email address. You can send this notification from your individual email address, or from your organization's email address.
4. Click the Open for Editing and Send Response button.
5. The submitter will receive a notification email and be directed to their submission where they can edit the submission and resubmit after making changes.
6. Your organization will receive an email notification stating that the submission was closed for editing by the submitter.
How to Mark a Batch of Submissions As Editable
1. In your submission list view, select one or more submissions by clicking the checkbox(es) on the left side of the screen.
2. After selecting the submissions you'd like to open for editing, click the Open Editing button at the top of the submissions list.
3. A dialog box will open. Select a Response Template or type a message.
4. Select the desired From email address. You'll have the option to select your personal email address or your organization's email address as the sender.
5. Click the Open for Editing and Send Response(s) button.
Note: Editable submissions will appear in your submission list with a pencil icon next to their title, as seen below:
If the project allows collaboration, the submitter will be able to invite collaborators to assist with the form that has been opened for editing. You will be able to message those collaborators along with the submitter and any assigned team members.
How to Close a Submission to Editing
To close a submission to editing before the submitter closes it, open the submission from the submission details page and select Close Editing.
To close multiple submissions to editing, go to your Submissions page and select the checkboxes next to the submissions you would like to close. At the top of the Submissions list, click More > Close for Editing.