Open Registers
From the left menu, go to Operations.
Select Registers.
The Registers page will display all forms you can access.
You can switch between:
Active registers
Archived registers
You can also use the Filter registers search field to quickly find a form.
Open a Form
Find the form you want to review.
Select the form name, for example Behaviour Record.
The form submissions page will open.
The submissions page shows the form title, form description, and a table of submitted records.
Review the Submissions List
The submissions table shows the records submitted for that form.
Common columns include:
Submitter
Participant
Status
ID
Each row represents one submission.
The Status may show values such as:
Incomplete
Pending
Draft
Processed, when applicable
Select a Period
Use the date and period controls to narrow the submissions shown.
Select Select Period.
Choose the required period or date range.
Confirm the date range if prompted.
This helps you review submissions for a specific reporting period.
Filter Submissions
Use filters to narrow the submissions list further.
Select Filters.
Select Add condition.
Choose the field you want to filter by, such as Submitter.
Choose the condition, such as contains.
Enter the value you want to search for.
Review the updated submissions list.
You can remove a condition by selecting the delete icon beside the filter row.
Open a Submission
In the submissions table, select the submission row or submission ID.
The submission detail page will open.
Review the submission information.
The submission detail page may include:
Submission ID
Submitted by
Created on
Last modified
Form sections and answers
Status information
For example, a Behaviour Record may include sections such as Please Read, Location & PBSP, witnesses, and other incident details.
Submit or Revert a Draft
If the submission is still in Draft, you may see a status action beside Saved.
To submit the draft:
Select the dropdown beside Saved.
Select Submit form.
The form will be validated and submitted.
To move a submitted record back to draft:
Select the dropdown beside Saved.
Select Revert to draft.
The submission will move back into draft state.
Only use Revert to draft when the record needs to be corrected or updated before final submission.
Use Submission Options
Select Options on the submission detail page to access available actions.
Available options may include:
Export PDF
Print Preview
Send Email
Contact Log
Processed
The options shown may depend on your permissions and the submission status.
Print or Save as PDF
To print or save a submission:
Select Options.
Select Print Preview.
Review the print preview page.
Select Print / Save as PDF.
Use your browser print settings to print or save the document.
The print preview displays the submission in a clean report format.
Send a Submission by Email
To email a submission report:
Select Options.
Select Send Email.
In the To field, enter one or more recipients.
Review or update the Subject.
Add any Additional Details if needed.
Check the attached PDF.
Select Send.
You can also select Send test email before sending the final email.
After the email is sent, a confirmation message will appear.
View Contact Logs
Contact logs record communication related to the submission.
To view contact logs:
Select Options.
Select Contact Log.
Review the contact log panel.
The panel may show:
Who sent or recorded the communication
Recipient details
Date and time
Notes or message details
Add a Contact Log
To manually add a contact log:
Open Contact Log.
Select Create +.
Enter the communication date and time.
Add a Subject.
Enter the Recipients.
Select Submit.
Use contact logs when you need to document communication about a submission, even if the email was sent outside the system.
Mark a Submission as Processed
To mark a record as processed:
Open the submission.
Select Options.
Turn on the Processed toggle.
Use this when the submission has been reviewed and any required follow-up has been completed.
Confirm the Contact Log Was Saved
After you select Submit, the contact log will be added to the Contact Logs panel.
A confirmation message will appear showing Contact Log Saved.
Review the contact log entry to confirm the details are correct, including:
Recipient email address
Date and time
Subject or note details
Staff member who recorded the communication
Mark a Submission as Processed
Use the Processed toggle when the submission has been reviewed and any required follow-up has been completed.
Open the submission.
Select Options.
Turn on the Processed toggle.
A confirmation message will appear showing the form has been marked as processed.
This helps your team track which submissions have already been reviewed.
Mark a Submission as Unprocessed
If a submission needs more review or follow-up, you can turn off the Processed toggle.
Open the submission.
Select Options.
Turn off the Processed toggle.
A confirmation message will appear showing the form has been marked as unprocessed.
Use this when a record was marked as processed by mistake or needs further action.
Important Notes
The submissions you can view depend on your role and permissions.
Archived registers may still be available under the Archived tab.
Filters only apply to the current submissions list.
The ID helps identify a specific submission.
Email reports include a PDF attachment of the submission.
Contact logs are useful for keeping a record of communication and follow-up.
Only mark a submission as Processed when it has been fully reviewed.
A saved Contact Log will appear in the Contact Logs panel.
The Processed toggle can be turned on or off depending on the submission review status.
Mark a submission as Processed only when all required review and follow-up actions are complete.
Mark a submission as Unprocessed if it needs further action or was marked processed by mistake.
Troubleshooting
If you cannot find a form:
Check the Active and Archived tabs.
Use the Filter registers search field.
Confirm that you have permission to access the register.
If no submissions appear:
Check the selected period or date range.
Remove any filters that may be limiting the results.
Confirm that submissions have been created for that form.
If a filter does not work as expected:
Check that the correct field is selected.
Review the entered value for spelling.
Remove the condition and add it again.
If you cannot email a submission:
Check that the recipient email address is valid.
Confirm that the PDF attachment is showing.
Try Send test email.
Ask the recipient to check their Junk or Spam folder.
If you cannot print or save as PDF:
Use Print Preview first.
Check your browser print settings.
Choose Save as PDF as the printer destination if you want a PDF copy.