Forms to Review

Overview

Forms to Review is the checking queue for forms that clients or participants fill in themselves, using a link you send them. Their answers are staged: held back from the client’s record until an administrator reviews them field by field. The page heading reads Forms to Review, with a count like “3 forms pending review.” Nothing is written to a client profile until you click Apply decisions.

Forms that staff fill in from the Forms page do not come here. Those go to the form’s submissions list instead.

Common tasks

Work the review queue

1. Click Forms to Review in the sidebar.
2. Submissions are grouped by urgency:
   • Urgent (F-tier or conflicts): contains safety-critical answers or answers that clash with what is already on file. Do these first.
   • Elevated (R-tier): answers that need a human look before saving.
   • Normal: everything else.
3. Each entry shows the form name, the client and when it was submitted, how many answers are staged (e.g. “5 staged writes”) and how many conflict with the existing record (e.g. “2 conflicts”).
4. Click Review to open a submission.

Review a submission field by field

1. Open a submission. If any answers clash with the profile, a banner explains: “…fields conflict with existing profile values.” and “Choose Keep existing / Use submitted / Edit per field. No automatic resolution.”
2. Each field row is handled by its tier:
   • Auto-saved · tier A rows were safe to save automatically, so there is nothing to do.
   • Tier R rows need a decision. With no conflict, approve with the ✓ button or reject with the ✗ button; the value stays editable so you can correct typos before approving. With a conflict, the row shows the existing and submitted values side by side. Choose Keep existing or Use submitted, then fine-tune the Resolved value (editable) if needed.
   • Tier F · Safety-critical rows carry a warning: “This is a safety-critical field. Read carefully and confirm with the client if anything is unclear.” After choosing the value, you must click I have confirmed this (or reject the field) before the form can be applied.
3. Click Apply decisions (it reads Applying… while saving). Only the approved values are written to the client’s record; rejected fields are discarded.
4. You return to the queue, which confirms how many fields were written.

Reject a whole submission

Use this when the submission itself is invalid, such as wrong client signed, filled against the wrong record, and so on.

1. Open the submission and click Reject form (top right).
2. The Reject this form panel explains: “Flags this submission as invalid (wrong client signed, mistake, etc). The form will be reset and the client will need to re-fill it.”
3. Type the reason in the box that asks “Why is this submission being rejected?”. It is required and is recorded in the audit trail.
4. Click Confirm rejection. The submission is marked rejected and no staged answer is written.

Tips

• The tiers are about risk: A = safe to auto-save, R = needs review, F = safety-critical (must be explicitly confirmed). The queue’s urgency groups follow the highest tier in the submission.
• There is no “accept all”. Each staged field gets its own decision. That is deliberate: the queue exists to catch wrong answers before they reach a client record.
• Rejecting a single field (the ✗ button) discards just that answer; Reject form throws out the whole submission and the form must be filled again.
• The rejection reason is kept in the audit record, so write something a colleague can understand later.

Troubleshooting

• “No forms pending review.” The queue is empty. Forms a client or participant submits from a link appear here. A form a staff member filled in from Forms will not, so check that form’s submissions list.
• Apply decisions is greyed out. A message explains: “…safety-critical field(s) not yet confirmed. Apply is disabled until every Tier F row is confirmed or rejected.” Find each Tier F · Safety-critical row and click I have confirmed this (or reject it).
• Confirm rejection is greyed out. The reason box is empty. A rejection reason is required.
• I applied the wrong decision. Applied values are written to the client’s record. Correct the value directly on the client’s profile, and note what happened.