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View and manage a form instance

Review a specific form submission, share it via link or QR code, and manage its status and access.

Audience

This guide is designed for project manager.

Steps​

Step 1: Open the form instance from the project​

Navigate to the relevant project, open the forms or workflows area, and select the specific form instance you want to review to open its detail page.

Open the form instance from the project

Step 2: Review key form instance details​

At the top of the page, review the form name, status badge, type (standard form or workflow), and any favourite indicator to confirm you are viewing the right instance.

Review key form instance details

Step 3: Check submitter and timing information​

In the header metadata, review who created or issued the form, their email, and any created, issued, or completed dates and times to understand the form’s history.

Check submitter and timing information

Step 4: Inspect form fields and responses​

Scroll through the sections listing each field label and its response, using the formatted text display for long, multi-line or bullet point answers where available.

Inspect form fields and responses

Step 5: Expand long responses when needed​

For long narrative answers shown in a collapsed box, use the expand or collapse control to toggle between a shortened preview and the full response content.

Expand long responses when needed

Step 6: Mark or unmark the form instance as a favourite​

Use the favourite button in the header to add this form instance to your favourites list or remove it, making it easier to locate frequently used records.

Mark or unmark the form instance as a favourite

Use the copy link control next to the public URL to copy a shareable link to your clipboard so you can send the form to others for completion or review.

Copy the public form link

Step 8: Open the public form view in a new tab​

Select the external link option near the public URL to open the publicly accessible version of the form instance in a separate browser tab or window.

Open the public form view in a new tab

Step 9: Generate a QR code for the form​

Choose the QR code option to create or view a QR code that links directly to the form, then display it on screen for scanning or download it if available.

Generate a QR code for the form

If necessary, use the revoke and reissue action to invalidate the current public link and QR code and generate a new one, confirming the change in the dialogue.

Revoke and reissue the form link or QR code

Step 11: Review QR code issuance details​

In the QR code panel, check any associated metadata such as who generated the code, when it was created, and its current status to ensure it remains valid for use.

Review QR code issuance details

Step 12: Return to the previous list or workflow view​

Use the back button in the header to return to the previous page, such as the list of form instances or the related workflow, once you have finished reviewing this record.

Return to the previous list or workflow view

Last updated: 2026-06-27