If you are assigned to review a Submission, you will be analyzing the information that's been submitted and deciding whether to approve the process to move forward.
Note: A Submission is when an applicant launches a specific Form.
Being invited to review
You will receive an email invitation to review the Submission. From that email, you can log into ClearForms.
Note: If you haven't used ClearForms before:
- Follow the link in the email
- Set up your ClearForms account
You will then be forwarded to the Form Review tab in ClearForms.
If you're already a ClearForms Admin user, select the Form Reviews tab in your navigation menu any time to see all the submissions that are waiting for your review, or navigate to the My Tasks Tab to view and manage all tasks.
My Tasks Tab
The My Tasks Tab is a centralized location to perform reviews and complete any internal or applicant step assigned.
Navigate to the My Tasks tab to view and manage all Submissions.
- Filter and Sort
- Select the task you want to view and manage. That task will be in the center of the screen.
- Select the pop out icon in the upper-right corner to view the Submission in another tab.
- View the Completion status of your current tasks.
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In the actions area you can:
- Applicant and Admin Instructions
- Discussions - open the Discussion menu to communicate with the Applicant
- Outputs - View and Manage Outputs associated with this Submission.
- Assignees - View all Assignees and Applicants associated with this Submission.
- Activities - view all Activity that has occurred with this Submission. For example: Submission started by Applee Cant | April 29, 2024
- You can elect to Skip this task by selecting Skip. It will move the Task to the Skipped section.
Managing your review
Now you will see your first review. All the applicant information in the process is viewable on the left side, and your Review choices are on the right.
You can:
- Approve: This allows the Submission to continue. If you include a message, it will be sent to the applicant, but including a message is not required. If all necessary reviewers have been approved, the Submission will automatically advance to the next step. Note: A preset default Approval message can be set for each form. You always have the option to adjust the message for each Submission.
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Request changes: This holds the Submission until any requested changes have been made. To ask for changes and communicate with the applicant, type your request in the box, and select Submit review. Then confirm the Request changes. It will be forwarded to the applicant and automatically added to your Discussion pane. Once the changes have been made, you can re-review and Approve, or Request Changes again. You must include a message in order to request changes. There's currently no pre-set message option for this review type.
Notes on requesting changes:- When requesting that an applicant make changes to their submission during a review step, ClearForms guides the applicant to mark their changes as resolved.
- While the applicant is making the requested changes, the Reviewer will no longer see that Submission as assigned to them for review.
- Once the applicant marks the requested changes as resolved, the Reviewer will receive an email notification and see the Submission assigned to them for review on their Admin Dashboard.
- Reject and Halt: Use this option to halt (stop) the Submission permanently. While it's possible to resume a halted Submission, we recommend only using this option if the application is unlikely to continue. As with Request Changes, you're required to write a message to the applicant. They will automatically be notified that the Submission has been Rejected with your comments. Most reviews are either approved, or approved after changes have been requested, so you may not end up using reject very often.
Pro Tip: You can review on your mobile device! On your mobile device select the three lines on the top of the screen (left of the bell icon). From the drop-down list choose Reviews. Then proceed with approving, requesting changes, etc.
Reviewing from an individual Submission
From your Dashboard, select a Submission that you want to review.
You'll land on the Review screen. We’re showing this on a desktop, but you can also do this whole process on your phone if you prefer.
When you open up an application to review it from the dashboard, you automatically land on your Review Step. In this view to see the information that an applicant submitted, you’ll need to select the earlier steps in the Submission where the applicant entered the information. To see all information at once, select Open in review manager.
If everything looks good you can complete your review. Select Submit Review on the document for which you approved the application. Once the review step is completed, the applicant will get an automatic notification that they can move forward or will be notified if they've requested changes or rejected the Submission.
Note: Some review steps require you to add your signature, which you can add with your finger (on a smartphone or touchscreen) or with your mouse if you're using a Desktop.
Printing Reviews to PDF
You may be a reviewer, such as a building inspector, who needs access to form submission data on the go, but cannot always access ClearForms from your mobile device and would like a physical copy.
From the Form Reviews tab, navigate to a specific form. To the right of the submission number, select the printer icon to print the form details to PDF. Then, the PDF can be printed out.
Have more questions or need assistance?
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