Open the response and choose Edit Subject from its ⋯ menu, then pick the person and save. The subject is who the form is about, as opposed to the responder, who filled it in. Setting it afterwards is how responses collected externally or anonymously get filed onto the right participant, and it does not change any of the answers or require the response to be approved again.
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 only.
Any team member who can see the response, except participants.
On an approved response, only the person who approved it can change the subject. Not even an account administrator can do it for them.
Only on responses that belong to the account you are signed in to. An umbrella account cannot reassign a sub-account's response.
The person you pick has to be someone your role lets you see. A user from another account is rejected.
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.
Steps
Click Forms in the left navigation and open the form. From a participant's profile, click Forms and then the form.
In the Responses list, click the response you want to change.
Click the ⋯ menu at the top of the panel and choose Edit Subject. Where pathway linking is turned on, the same item reads Edit Assignments.
Under Subject, search for and select the person. The placeholder reads "Choose User".
Where pathway linking is turned on, set or clear the pathway enrollment the response belongs to.
Click Save Subject, or Save Assignments when pathway fields are shown.
The confirmation reads "Response assignments were successfully updated." The row in the Responses list refreshes with the new Subject.
Limits and what the errors mean
When Edit Subject is not in the menu
The form has both Require Subject and Require Signature turned on. A response that was signed against a named participant cannot be moved to someone else, so the option is withheld entirely.
The response is Pending, meaning it was invited but nobody has opened it yet. There is nothing to file until it has been started.
The response belongs to a sub-account and you are signed in to the umbrella account.
The response is Approved and you are not the approver.
You are signed in as a participant.
Save is disabled until you choose someone
The save button stays greyed out while the Subject field is empty. Edit Subject sets or changes a subject; it does not clear one.
What changes with it
The response is refiled as a document on the new participant's profile, and removed from the old one.
Any pathway step links on the response are dropped when the subject changes, because an enrollment belongs to one participant. Re-link it to a step on the new participant if you need that.
Nothing about the answers, the signature, the approval or the approval date changes. The modal says so: "Update the subject for this approved response. This does not edit its content or require re-approval."
The change is recorded in the response's audit trail.
Responses with no subject at all
A completed response with no subject never becomes a document, so it will not show up anywhere on a participant's profile until you assign one. It stays visible in the form's Responses list, where the Subject column is simply blank.
Which forms produce subject-less responses
Only forms with Require Subject turned off. A form with Require Subject on refuses to submit without one: "No subjects were selected."
FAQ
Where is the Assign Subject option? I only see Edit Subject.
Edit Subject is the option. It both sets a subject on a response that has none and changes an existing one. Where pathway linking is turned on it reads Edit Assignments, because the same panel also sets the pathway enrollment.
Why is Edit Subject missing from this response?
The most common reason is that the form has both Require Subject and Require Signature turned on, which locks the subject for good. It is also hidden on Pending responses, on responses owned by a sub-account when you are signed in to an umbrella account, and on approved responses for anyone other than the approver.
Can I assign a subject to a response that has already been approved?
Yes, but only the person who approved it can. Doing so does not edit the content and does not send it back for approval. Anyone else, administrators included, is refused.
Will assigning a subject change the answers?
No. It only sets who the response is about. The answers, attachments, signature and approval record are untouched.
Does the response show up on the participant's profile straight away?
Once the response is completed and has a subject, Equip files the generated document on that participant's profile. If the response is still In Progress or Awaiting Approval, nothing appears there until it is submitted and approved.
Can I remove a subject from a response?
No. The panel will not save an empty Subject. If a response is attached to the wrong person, move it to the right one.
Why would I collect a form without a subject in the first place?
For anything collected externally or anonymously: surveys, intake forms, referral forms, evaluations. Leaving Require Subject off means the responder never sees a participant list, which keeps names out of the collection step, and you attach the response to the right person once you review it.
Can I reassign several responses at once?
No. Subjects are set one response at a time.
Related
Where do I see the responses to a form?
Fill out a form
Send a form to someone to fill out
Approve or deny a form response
Why can't I find, edit or download a form response?
Create a form