The Register Submissions page allows authorised users to review structured form records created from a register.
Use this page to:
Review register submissions
Check participants, occurrence times and statuses
Filter the submissions displayed
Open individual submissions
Follow linked participant timeline entries
Review register insights and trends
Identify incomplete or draft submissions
Resolve failed attachment uploads
Before you begin
You need permission to:
Access Registers
View the required register
Review its submissions
View the related participants
Open linked participant timeline entries
Edit submissions, where permitted
The forms, submissions, fields and insights available to you depend on your role, permissions and the selected register.
Note: Register submissions may contain participant information. Only access records required for your role.
1. Open Registers
Select Registers from the main navigation.
The Registers page opens.
Review the available register forms.
Select the required register.
The Registers page may include:
Active
Archived
Filter registers...
Filters
Create Form
Register list
Pagination controls
Each register row may show:
Form
Author
Category
Submissions
Incomplete records
Status,
Roles
Additional actions
2. Open a register’s submissions
Find the required register.
Select the register name or its submission count.
The register’s submission page opens.
Confirm that the correct register name and description are displayed.
For example, the page may display:
Behaviour Record Submissions
The number of available submissions appears near the Submissions and Insights tabs.
3. Switch between Submissions and Insights
Use the tabs at the top of the register page:
Submissions
Insights
Select Submissions to review individual records.
Select Insights to review summaries, trends, and field-level information.
The available Insights depend on the fields configured in the selected form.
4. Review the Submissions table
The Submissions tab displays the register records available to you.
The table may include:
Submitter
Participant
Occurred
Status
ID
Version
Created
Updated
Submitter
Shows the person who created or submitted the record.
Participant
Shows the participant associated with the submission.
A dash may appear when no participant is linked.
Occurred
Shows when the event recorded in the submission occurred.
This may differ from when the submission was created.
An icon beside the occurrence information may provide a direct link to the related participant timeline entry.
Status
The submission status may include:
Draft
Pending
Incomplete
Complete
The available statuses depend on the form workflow and completion requirements.
ID
Shows the unique submission identifier.
Version
Shows the register template version used for the submission.
Created
Shows when the submission record was created.
Updated
Shows when the submission was last changed.
Note: Use the Occurred value when reviewing when an event happened. The Created value only shows when the submission record was created.
5. Change the visible columns
Use the column selector above the table to control which columns are displayed.
The selector may show a label such as:
Submitter & 7 more
To change the visible columns:
Open the column selector.
Select the fields you want to display.
Clear any fields you do not need.
Close the selector.
Review the updated table.
Use the expand or collapse control where available to adjust the table width.
The available columns depend on the selected register and your permissions.
6. Filter submissions
Select Filters to narrow the submissions shown.
Version 8.0.0 supports filters based on occurrence and creation information.
Available filters may include:
Participant
Submitter
Status
Occurrence date
Creation date
Register-specific fields
To apply filters:
Select Filters.
Choose the required condition.
Select the required value or date range.
Add another condition if required.
Review the filtered submissions.
Use occurrence-date filters when you need records based on when an event happened.
Use creation-date filters when you need records based on when the form was entered.
Note: Occurrence and creation dates serve different purposes. Confirm which date type is selected before relying on filtered results.
7. Sort submissions by occurrence
Where sorting is available, select the Occurred column heading to change the order of the submissions.
Use occurrence-based sorting to:
Review the most recent events
Find older incidents
Compare events with participant timelines
Check records entered after the event occurred
The selected sort order may be indicated beside the column heading.
8. Open a submission
Find the required record.
Select the row or available open action.
Review the submission details.
Confirm the participant, occurrence date, and status.
Review the submitted field values.
Review attachments, where included.
The available actions depend on the submission status and your permissions.
Draft or incomplete submissions may still require additional information.
9. Review a participant timeline link
A submission linked to a participant may include a direct link beside the Occurred value.
To open the related timeline entry:
Find the submission.
Confirm that a participant is listed.
Select the timeline link beside Occurred.
The participant timeline opens.
The related entry automatically scrolls into view and is highlighted.
The timeline entry appears according to when the event occurred.
Timeline form entries may display clear labels such as:
Draft
Submitted
Note: The timeline link uses the submission’s occurrence date and time, not only its creation date.
10. Create a submission against a participant
Version 8.0.0 allows register submissions to be created directly against a participant.
The available create-submission action depends on your permissions and where you begin the workflow.
When creating a participant submission:
Open the required register or participant workflow.
Select the available action to create a submission.
Select the participant.
Enter the occurrence date.
Enter the occurrence time.
Complete the required form fields.
Save the submission as a draft or submit it, depending on the available action.
The record appears in the register according to its occurrence information.
It may also appear on the participant timeline.
Important: Confirm the participant and occurrence date and time before saving. Incorrect occurrence information may place the record on the wrong participant timeline day.
11. Review Select and time-only values
Select field answers are displayed as readable values in the submission table and details.
They should not display raw JSON information.
Time-only fields display the recorded time without an incorrect January 2000 date.
If an older submission displays incorrectly:
Refresh the page.
Reopen the submission.
Confirm that the field value was saved correctly.
Contact an administrator if the value remains incorrect.
12. Review attachment status
Attachments may appear within the submission details.
When an attachment upload fails, the file displays:
Not Uploaded
This makes failed uploads easier to identify.
Important: A file marked Not Uploaded has not been successfully added to the submission. Do not assume the attachment is available to other users.
13. Retry a failed attachment upload
Failed form attachments are retried when the form is saved again.
To retry:
Open the affected submission.
Find the attachment marked Not Uploaded.
Confirm that the original file is still selected or add it again where required.
Select the available save action.
Wait for the form to finish saving.
Confirm that the Not Uploaded indicator disappears.
Open or download the attachment to confirm it is available.
If the upload continues to fail, check the file and try again.
Important: Wait for the save request to finish before leaving the page. Closing the form while the attachment is uploading may prevent the file from being saved.
14. Review Insights
Select Insights to review register summaries and trends.
The Insights page may include:
Total submissions
Open submissions
Register-specific completion percentages
Submissions over time
Field response summaries
Participant involvement
The displayed cards and charts depend on the fields configured in the register.
15. Review the summary cards
Summary cards appear near the top of the Insights page.
They may include:
Total
Open
Register-specific measures
Completion percentages
The Open card may include counts for statuses such as:
Pending
Draft
Incomplete
Review these cards to identify records that may still require action.
16. Review Submissions over time
The Submissions over time chart shows how many submissions occurred during the displayed period.
Controls may include:
Weekly
Monthly
Download action
Use the chart to identify:
Increasing submission activity
Periods with fewer submissions
Changes across weeks or months
The displayed results follow the current filters and available submission data.
17. Review field insights
Insights may include charts for individual form fields.
For example:
Location
Antecedent Possible Triggers
Behaviour Type
Actions Taken During
Outcomes
House Manager
Line Supervisor
Use the field selector to change which field is displayed.
To change the field:
Open the field dropdown.
Select the required form field.
Review the response counts.
Use the download icon where available.
18. Review participant insights
The Participants card shows participants involved in the submissions currently included in the view.
A submission involving several participants may count towards each participant.
Use this information to identify which participants appear most frequently in the selected register records.
19. Apply filters to Insights
The Filters control also affects the Insights view.
To review a specific period, participant, status or other condition:
Select Filters.
Apply the required conditions.
Open Insights.
Review the updated cards and charts.
Clear the filters when finished.
Confirm the active filters before interpreting or exporting Insight results.
Important notes
Registers may be Active or Archived.
Each submission retains the version of the register template used to create it.
The Occurred date shows when the event happened.
The Created date shows when the submission record was created.
Occurrence and creation-date filters are separate.
Participant submissions may link directly to participant timeline entries.
Linked timeline entries automatically scroll into view and are highlighted.
Timeline entries may show Draft or Submitted.
Select values should display as readable values.
Time-only fields should not display an incorrect January 2000 date.
Failed attachments display Not Uploaded.
Saving the form again retries failed attachment uploads.
Insights depend on the fields and submissions available in the selected register.
Filters may affect both the Submissions and Insights views.
Troubleshooting
I cannot open a register
Confirm that the register is under Active.
Check the Archived tab.
Clear Filter registers....
Confirm that you have permission to access the register.
Refresh the page.
No submissions are displayed
Confirm that Submissions is selected.
Clear the active filters.
Check the occurrence and creation-date ranges.
Confirm that the register contains submissions.
Review the pagination controls.
Refresh the page.
A participant is missing from a submission
Open the submission.
Confirm whether a participant was selected.
Check the submission status.
Confirm that you have permission to view the participant.
Correct the participant where editing is permitted.
The Occurred date looks incorrect
Open the submission.
Review the recorded occurrence date and time.
Compare it with the creation date.
Confirm the relevant timezone where displayed.
Edit the occurrence information if permitted.
A timeline link does not open the expected entry
Confirm that the submission is linked to a participant.
Review the occurrence date and time.
Refresh the submission list.
Select the timeline link again.
Open the participant timeline directly and check the occurrence day.
Contact an administrator if the link remains incorrect.
A Select field displays incorrectly
Refresh the page.
Reopen the submission.
Confirm the selected option.
Save the form again if editing is permitted.
Contact an administrator if raw values continue to appear.
A time-only field shows an incorrect date
Refresh the page.
Reopen the submission.
Confirm that the field is configured as a time-only field.
Save the submission again if required.
Contact an administrator if an incorrect date remains visible.
An attachment shows Not Uploaded
Open the affected submission.
Confirm the original file.
Save the form again.
Wait for the upload to finish.
Confirm that the indicator disappears.
Try a different supported file if the upload continues to fail.
An attachment will not open or download
Confirm that it is not marked Not Uploaded.
Refresh the page.
Save the form again to retry the upload.
Download the file again.
Contact an administrator if the issue continues.
Insights do not match the expected submissions
Review the active filters.
Check the occurrence and creation-date ranges.
Confirm whether Weekly or Monthly is selected.
Return to Submissions and verify the records included.
Refresh the page.