Need to access your company’s sent forms on a quarterly, monthly or even daily basis?
Field2Base offers our Small Business and Enterprise customers the ability to store sent forms using the Online Docs feature of the Admin Portal.
Using the Field2Base Online Docs feature, you can securely sort, search and download (via PDF) any form that was sent in your company. Online Docs is a searchable library of your company’s digital forms submitted within the last 90 days (this time limit can be changed by your account manager if needed).
The Online Docs Exports feature allows you to access and download CSV files containing the data from your submitted forms. This feature can be configured to your specific needs but must be implemented by our Professional Services team.
For more information on professional services offered, see the article on Professional Services.
If the Online Docs tab does not appear when you are logged in, this means you do not have the proper permissions enabled to view this data. If you want to have the Online Docs feature enabled, please submit a ticket to our help center or call us at 919-462-8500 ext.2 from 8:00am – 6:00pm (Eastern Standard Time).
Viewing Sent Forms
- Log in to your company's Admin Portal.
- Select the Online Docs tab.
- Click on the Sent Forms option.
Downloading a Report
You can download a Sent Forms Report in CSV format by clicking on the Excel button or by selecting CSV from the drop down option.
Sorting Your Sent Forms
Your sent forms are sorted by the sent date by default. You can easily change how your forms are sorted by clicking on the columns headers. You can also specify how many forms are listed by clicking on the # items to display drop down menu.
A. Reference Number: The unique identifier automatically assigned to every submitted form.
B. Form Name: The friendly form name that was created during form design.
C. Sender: The user that completed and sent the form.
D. Date Sent: The date the form was submitted from the mobile device.
Searching Your Sent Forms
Beyond a simple sort, you also have the ability to perform a detailed search for a specific form(s).
- Click on the Show/Hide Filters button.
- Enter at least one search criteria.
- Click Apply Filters.
A. Form: This drop down menu will allow you to search by form template. You will then only see sent forms for the chosen form.
B. Ref Number: This text box allows for filtered results by a sent form's reference number.
C. Form Name: This text box allows for filtered results by the form name You can and type any number of characters into this form and it will perform a substring search. For example, a search of “EXT” will return results “External Employee List Form” and “User Extensions Form”.
D. Sender: This text box allows for filtered results by the sender.
E. Date Sent: This provides the ability to search for sent forms within a date range.
F. Display Final Sent Form Version Only (applies to Workflow only): Check to display only the final sent form through a workflow.
Accessing Your Documents
You can open the PDF of your sent form in your default browser by clicking on the PDF link for the form. You can then view, download, save and print your sent form from your PDF application.