Forms & Workflow Submissions

The Submissions page at /fw/submissions provides a paginated, searchable list of all form submissions for the active organization, with filters by form, status, and date range, and support for CSV/JSON export and bulk PDF export.

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Overview

The Submissions list displays form submissions in a paginated data table (50 per page). Each row shows: form name (link to detail), submitted by, submitted at, status badge, and action buttons (export as PDF, View). Users can select non-draft submissions for bulk PDF export. Submission data may contain PHI — access is controlled by fw.submissions.view.

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Who it’s for

Requires fw.submissions.view permission (FW_PERMISSIONS.SUBMISSIONS_VIEW), enforced by RequirePermission in src/routes/fw.tsx.

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Before you start

• You must have the fw.submissions.view permission.
• Ensure the organization context is set; submissions are scoped to the active organization.

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Finding and exporting submissions

Viewing submissions:

1. Navigate to /fw/submissions.
2. The table loads the first page of submissions (up to 50).
3. Use pagination controls at the bottom to navigate pages.

Filtering:

• Form filter — Select a specific form from the dropdown to show only its submissions.
• Status filter — Select a status (draft, submitted, reviewed, completed, rejected) to filter by lifecycle state.
• Date range — Use the date-range popover to filter submissions by submission date.
• Search — Type in the search box to filter by form name or submitter name/email (client-side filter on the current page).
• Select Clear Filters to reset form and date filters.

Exporting:

• Export CSV — Downloads a CSV of submissions matching the current status filter.
• Export JSON — Downloads a JSON file of submissions matching the current status filter.
• Bulk PDF export — Select non-draft submissions using row checkboxes, then select “Export N as PDF” in the bulk action bar.

Viewing a submission: Select the form name link or the View button to open /fw/submissions/:id. Single PDF export: Select the PDF icon on any non-draft submission row. The browser navigates to /fw/submissions/:id?action=pdf, which auto-opens the export dialog.

• Submission status — draft, submitted, reviewed, completed, rejected. Only non-draft submissions are selectable for export.
• Page size — Fixed at 50 submissions per page.
• Search scope — Filters by form_name, submitter_name, and submitter_email on the current page’s loaded data.
• Bulk PDF export — Uses useBulkSubmissionPdfExport; selection is cleared on successful export.
• PHI — Submission data frequently contains PHI. Do not export or share without authorization.

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Viewing a submission

The Submission Details page (/fw/submissions/:id) displays the full contents of a single form submission, along with tools for managing its lifecycle, annotations, and supporting documents. The page includes:

• Submission field values — All form fields with their submitted responses, including file attachments and signature captures.
• AI Summary Card — Shown for non-draft submissions (SME: confirm AI summary scope and PHI handling).
• Status workflow — A dropdown to update the submission status.
• Notes — A textarea to add internal notes visible to staff.
• Signatures — A card listing captured signatures when the form includes signature-type fields.
• Attachments — A drag-and-drop zone for uploading supporting files and a list of existing attachments with download and delete actions.
• PDF export — Download PDF and Export with Letterhead buttons for non-draft submissions; Signed PDF button when signature fields are present.

Before you start: you must have the fw.submissions.view permission. The submission must exist. PDF export requires the submission to have a status other than draft. Changing status:

1. In the Status sidebar card, select a new status from the dropdown.
2. The status updates immediately. Timestamps for reviewed and completed events are shown below the dropdown.

Adding a note:

1. In the Notes card, enter the note text in the textarea.
2. Select Add Note. The note is appended to the list with creator and timestamp.

Uploading an attachment:

1. In the Attachments card, drag a file onto the drop zone or click to select.
2. The file uploads and appears in the attachments list.

Downloading an attachment: Select the download icon next to the file. A signed URL is generated with a 1-hour expiry and the file opens in a new tab. Exporting as PDF:

• Download PDF — Generates a standard PDF export.
• Export with Letterhead — Opens the FormSubmissionExportDialog for branding and formatting options.
• Signed PDF — Available when the form has signature fields; generates a PDF with embedded signatures.
• Submission status lifecycle — draft → submitted → reviewed → completed (or rejected). Status changes are persisted via useSubmissionMutation.
• PHI — Form submission data frequently contains PHI. Access is gated by fw.submissions.view. Notes and attachments should not contain PHI beyond what is necessary.
• Signature capture — Signature-type fields that lack a value and have a capturable status show a “Capture Signature” button powered by SignatureDialog.
• Attachment storage — Files are stored in the submission-attachments Supabase storage bucket. Download links use signed URLs expiring after 1 hour.

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Related

Documentation sources

• src/routes/fw.tsx
• src/cores/fw/pages/SubmissionsList.tsx
• src/cores/fw/pages/SubmissionDetailPage.tsx
• src/cores/fw/hooks/useSubmissionList.ts
• src/cores/fw/hooks/useSubmissionDetail.ts
• src/cores/fw/hooks/useSubmissionMutation.ts
• src/cores/fw/hooks/useSubmissionExport.ts
• src/cores/fw/hooks/useBulkSubmissionPdfExport.ts
• src/platform/forms/hooks/useFormSubmissionPdf.ts
• src/platform/signatures/SignatureDialog.tsx