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View and manage a form instance

Review a submitted form instance, inspect its details and status, and perform key follow-up actions such as revoking, reissuing, or generating a QR code.

Audience

This guide is designed for project manager.

Steps​

Step 1: Open the form instance detail view​

Navigate to the form instance detail page from your forms or workflow list to see an overview of the instance, including its title, type, status, and favourite toggle.

Open the form instance detail view

Step 2: Review header information and actions​

At the top of the page, check the instance name, project, status chip, and use the back button to return to the previous screen or mark the instance as a favourite for quicker access later.

Review header information and actions

Step 3: Check who the form is assigned to​

In the details area, review the assignee and requester information, including names and email addresses, so you know who is responsible for completing or reviewing the form.

Check who the form is assigned to

Step 4: Confirm key dates and version details​

Inspect created, updated, and due dates along with the form template and version information to understand the form’s history and which version of the template was used.

Confirm key dates and version details

Step 5: View status and workflow context​

Look at the current status chip and any workflow indicators to see whether the instance is in progress, completed, revoked, or part of a larger workflow.

View status and workflow context

Step 6: Inspect pre-filled and submitted responses​

Scroll through the fields to review the values that were pre-filled and the responses that have been entered, with longer text shown using formatted markdown for easier reading.

Inspect pre-filled and submitted responses

Step 7: Expand or collapse long answers​

For long multi-line responses, use the expand and collapse controls to switch between a shortened preview and the full content without losing your place on the page.

Expand or collapse long answers

Use the public link button to open the externally accessible version of the form in a new tab, allowing you to see exactly what external respondents will view.

Open the public form link

Step 9: Copy the public form URL​

Click the copy link action to copy the public form URL to your clipboard so you can share it via email, chat, or other project communication tools.

Copy the public form URL

Step 10: Generate or view a QR code for the form​

Use the QR code button to create or display a QR code that links directly to the public form, making it easy to print or share for on-site or mobile completion.

Generate or view a QR code for the form

Step 11: Revoke and reissue the form instance​

If you need a respondent to complete the form again, use the revoke and reissue action, confirm the prompt, and allow the system to create a new active instance while revoking the old one.

Revoke and reissue the form instance

Step 12: Review system feedback and errors​

After taking actions such as generating a QR code or reissuing the form, check the on-screen toasts and status updates to confirm success or see any validation or API errors.

Review system feedback and errors

Last updated: 2026-08-31