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How Notes Can Help You Manage Form Entries

Notes help you keep track of what you need to do about a form entry. When you access an entry on FormSmarts, notes are listed alongside the information submitted.

Notes are especially useful for accounts with multiple users. A note is associated with the person who posted it and all users can see all notes, so notes allow a conversation between users centered around the form entry.

Who Can Benefit from Notes?

Customers who needs to process or review form responses one by one (e.g. application forms, order forms) can benefit from using notes to:

• Record a decision that was made about an entry and keep track of how a decision was reached
• Highlight elements that require further consideration
• Record the status of an application (“Pending Ann’s agreement.”) or registration (“Paid check, deposited today.”)
• Support a discussion between users about a form entry.

Even when form responses usually don’t need to be reviewed individually like with registration forms, notes can help document exceptions and incidents like “Chargeback after credit card was stolen. Paid by bank transfer.” or “Attendee changed to Jeanette Bowman”.

How to View Notes & Annotate a Form Entry

There are several ways to access a form entry online:

• Click the View online & add notes link in the email notification FormSmarts sends you when a form is submitted
• Use the links in the right-most column of Excel reports
• Scan the QR code from a confirmation email or PDF receipt provided by a customer.

Who Can Add Notes?

All users, both the account owner and invited users in the same account can add notes. If a forms was set up to send submissions to more than one person, a separate user should be created for each receiver so they can log in to FormSmarts and post comments.

• The account owner can create notes, edit their own notes, and delete anyone’s notes
• Invited users who were given access to individual entries pertaining to a given form can add notes and edit their own notes (and delete them provided they have write permission).

Closing Notes…

• Notes have keyboard shortcuts: Create a note with Alt + C, save it in the editor with Shift + Enter.
• If an entry is deleted, all notes associated with it are also removed.

Posted by FormSmarts on Nov 1, 2018 at 8:57 am in collaboration.
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Tags: collaboration, email notification, form submission, team

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