There are two places: Forms in the left navigation, then the form, shows every response to that form; a participant's profile, then Forms, then the form, shows only the responses about that person. If a response you expected is missing from the form page, the cause is almost always the Responses Date range, which starts at one month ago and hides anything older.
Participants are labelled Clients, Students, Residents or Explorers depending on the account type. This article calls them participants.
Who can do this, and where
Web app. Team members need Forms access on their role.
Account administrators see every response in the account. Everyone else sees responses according to their role's Scope of Support, and a form with Restrict Access turned on narrows that further, to the roles on its list plus whoever submitted each response.
Participants cannot browse form responses in the web app. On the mobile app they see only responses they submitted themselves, never responses other people filled in about them.
Forms is turned on for your account by the Equip team. If you do not see Forms in the left menu, ask us to enable it.
See all responses to one form
Click Forms in the left navigation.
Click the form. The Responses tab opens with a count beside it.
Adjust the Responses Date picker at the top if you need older responses. It defaults to the last month through the end of the current month, measured by when each response was started.
Click Filter to narrow by status, and on an umbrella-shared form by account. Filters can be saved.
Click a row. The response opens in a panel on the right rather than a new page.
Each row shows the Started Date (or Invited Date for an invitation nobody has opened yet), the Completed Date, the status badge, the Responder, the Subject, plus Account on an umbrella-shared form and Expires when the form tracks expirations. A response submitted anonymously shows the responder as Anonymous, and the Subject column is blank on a response nobody has assigned yet.
See one participant's responses
Open the participant's profile and click Forms.
Click the form. The header reads "Total of [n] responses".
Search by responder name, sort by Responder Name or Created Date, or click Filter to narrow by status and Completed Date, plus pathway and pathway step on accounts using pathways.
Click a row to open the response in a panel.
This list is not limited to a default date range. It is ordered with the most recently completed response first.
What the response panel shows
The title "[Form title] Response" and a subtitle reading "Completed on [date]", "Sent on [date]", "Denied on [date]" or "Updated on [date]", followed by "(Edited by [name] on [date])" when somebody other than the responder changed it.
Subject and Responder tiles. Clicking the subject's name goes to their documents.
Every section and question with the answer, any comment, and any file attached to that answer.
The response's own attachments, the responder's signature, and an Approval block with the approver's name, date and signature once it is approved.
On a PDF document form, the filled PDF itself in a viewer.
"Last updated on [date] by [name]" at the bottom.
Limits and what the errors mean
The date range on the form page
The Responses list only covers the dates in the Responses Date picker, which defaults to one month ago through the end of this month. A response from last quarter will not be listed until you widen the range. Opening a response from a link or a notification widens the range automatically to include it.
The participant's Forms tab only lists forms with history
A participant's Forms section lists the forms that were built specifically for them plus any form that already has a response about them. A form nobody has filled in for that participant yet will not be in the list, even though it exists. Use Start Form on their profile to start one, and it appears in the list afterwards.
Participant-specific forms are not on the Forms page
The Forms page lists account-level forms only. A form created for one participant lives on that person's profile.
Responses you cannot see
If a colleague can see responses you cannot, either their role has a wider Scope of Support or the form has Restrict Access turned on and their role is on its list. On a restricted form, a team member whose role is not listed sees only the responses they submitted themselves.
Reading answers before submission
An In Progress response can be opened and read like any other, and its saved answers are visible. It is still not a submission: no notifications have gone out and no document exists yet.
The Questions tab
On a custom form, the Questions tab lists each question with its type, and draws a bar chart of the answers for choice and Likert questions. The chart covers only the responses in the current date range, not the form's whole history.
Exports
Reporting, then the Forms tab, has Form Details, Form Responses, Form Summaries, Form Links and Form Expirations. The Form Responses report defaults to completed responses; add the statuses you want under Response Status to include drafts, denials or responses awaiting approval.
FAQ
A response is missing from the form's Responses list. Where is it?
Check the Responses Date range at the top of the page first. It only shows the last month through the end of this month by default, so anything older is hidden until you widen it. If the range is right, check the Filter panel for a saved status filter, and then whether the form has Restrict Access turned on.
Why can't I see responses that my colleague can see?
Either the form has Restrict Access turned on and your role is not on its list, or your role's Scope of Support is Designated or Restricted, which limits you to responses about your designated participants or about yourself. An administrator can add your role under Restrict Access on the form, or change the Scope of Support on the role.
Where do I see all the responses for one participant?
Open their profile, click Forms, and click the form. That list only contains responses where they are the subject, so it is the right view for a case review. The form's own Responses list is the right view for comparing across people.
Why isn't this form listed on the participant's profile?
The profile's Forms section only lists forms built for that person or forms that already have a response about them. Click Start Form on their profile, choose the form, and it will be in the list from then on.
Can I see who edited a response after it was submitted?
Yes. The response's subtitle adds "(Edited by [name] on [date])" when somebody other than the responder changed it, and the bottom of the panel reads "Last updated on [date] by [name]".
Can I see the answers to a form that is still in progress?
Yes. Open the In Progress response from the Responses list and the saved answers are all there. Nothing has been submitted, so no notifications have gone out and there is no document yet.
How do I get responses out into a spreadsheet?
Go to Reporting, open the Forms tab and choose Form Responses for one row per response with a column per question, or Form Details for information about the forms themselves. Set Response Status to include the statuses you need.
Can a participant see the responses about them?
No. Participants have no way to browse form responses in the web app, and the mobile app only returns responses they submitted themselves. Responses filled in about them are not exposed to them.
Related
Why can't I find, edit or download a form response?
Limit who can see a form's responses
Fill out a form
Approve or deny a form response
Set or change the participant a form response is about
Can I save a form and finish it later?
What are Forms, and when should I use them?