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How do I manage form responses based on who fills them out?

This article will summarize the different ways forms are completed and how to view individual or combined responses.

Overview & Explanation

When setting up a form template, you can decide who is responsible for providing the information: the person sending it (Creator), the person receiving it (Signer), or Both. Depending on which option you choose, the system will organize your "All Forms" page differently to help you track individual progress or view a final combined document.

How It Works

1. Understanding the "Filled By" Options

As shown in the image below, you have three primary ways to assign responsibility for a form:

  • Creator: The person sending the form fills it out once. Others may sign it afterward, but the core information remains the same for everyone.

  • Signer: Each person receiving the form fills out their own version of the document.

  • Both: The Creator fills out a specific section, and each Signer fills out a separate, unique section.

2. Viewing Results on the "All Forms" Page

The way you access your completed forms changes based on your "Filled By" settings:

  1. For "Creator" Forms: Look for the Choose Action dropdown menu on the far right column. This allows you to manage the single version of the form that was sent out.

  2. For "Signer" or "Both" Forms: You will see Up/Down Arrows instead of the "Choose Action" menu.

    • Click these arrows to expand the view and see a list of every individual person who has filled out the form.

    • You can check the specific status of each individual's entry here.

3. Accessing Your PDFs

The system automatically generates two types of files for "Signer" or "Both" forms:

  • Individual PDFs: A unique document for every single person who filled out the form.

  • All-in-One PDF: A single "stacked" document that combines the input from every user into one file for easy review.

Use Cases and Benefits

  • Toolbox Talks (Creator): Perfect for safety meetings where one supervisor fills out the meeting notes and then has ten workers sign the same document to acknowledge attendance.

  • Equipment Inspections (Creator): Use this when a single operator fills out a daily check-sheet and signs off on the safety of their machine.

  • Employee Orientation (Signer): Use this when you send a standard orientation packet to new hires. Because it is set to Signer, each employee fills out their own personal details and tax info. You can then use the Up/Down Arrows to see exactly which new hires have finished their paperwork and which are still pending.

  • Site Check-Ins (Both): Use this if a manager needs to fill out the "Site Details" and "Hazards" already identified (Creator section), but wants every worker to provide their own "Specific Task", "PPE Check" and other hazards identified (Signer section).