Archive for May, 2020
There are occasionally situations when you need to amend the information submitted on a form:
- A customer reaches out after submitting a form, realizing they had entered incorrect information
- Some time after they registered for an event via one of your forms, an individual contacts you saying they had moved or changed phone numbers
Instead of asking the customer to submit the form again, find the reference number of the form submission and view it online, then use the Edit and Revision History buttons illustrated above to update the relevant data fields.
If you’re viewing the form entry on a mobile device, the Edit and Revision History buttons may be hidden to avoid cluttering the page. Tap Show Editing in the main menu to show the buttons.
Editing & Revision History
When you update a data field, the new value will show online, in PDF documents and in Excel reports. But it's important to understand that the original value submitted and all changes are kept on FormSmarts and can be viewed in the Revision History.
In the example below, we've changed the email address associated with a form entry where Sheryl was mistyped as Sherly, making the address invalid. The characters removed (crossed out with red background) and added (underlined with green background) are clearly visible.
Built for Teams
Each modification made to a form entry is associated with the FormSmarts user (account admin or invited user) who made it, allowing all users to know who made each change. In the example above, the amendment was made by the user viewing the changes, noted as Me. Other users would see that person’s name.
Regulatory & Compliance Considerations
Auditing and Compliance
When an individual submits an online form, they may be under contractual obligation to provide accurate information — or need to certify that the information submitted is true and accurate to the best of their knowledge.
Although FormSmarts allow members to alter the information originally submitted on a form, changes are made in such a way that we preserve the original value submitted and all changes made.
- Changes are append-only, they cannot be undone or retracted
- The precise change is preserved
- Each revision is associated with the user who made it
- A timestamp is kept for auditing
If you are processing information about individuals in the European Union, use this feature to allow users to exercise their legal right to rectification (right to have inaccurate personal data rectified) under the GDPR regulation.