Submitting a Form in a Step locks it. The answers are saved, the fields grey out, and a green Submitted bar appears above the Form with the date and time. That is what makes a submitted Form a record rather than a draft.
If you need to change something afterward, the Form can be reopened. How you do it depends on how the Process Manager attached the Form to the Step, and the difference is worth understanding before you go looking for a button that may not be there.
This article covers reopening and editing a Form inside an Observation Step. Filling a Form in for the first time, and the rest of the Step work screen, is covered in How to Work on an Observation Step. Marking a Step Undone in general, including who can do it and how the reason is recorded, is covered in How to Mark a Step Undone.
Who Is This Article For?
This article is for whoever fills the Form in, which is the Role the Step is assigned to. A Form can be assigned to the Observer or the Observee, but not to both, so only one of you completes it. If you can see a Form but cannot edit it, the Step is most likely assigned to the other person. If a Step is not behaving the way you expect, ask your administrator how the Process was set up.
This article is for these User levels, when they are assigned to a Step as an Observer or Observee:
User
Admin
Super Admin
Account Owner
Two Kinds of Form Step
Which buttons you see depends on how the Form was attached to the Step. Open the Step and look at the bottom right of the work screen.
A Step with a Form alongside other Evidence shows three buttons: Save, a blue Submit Form, and a green Done. The Evidence pane has a green + so you can add Videos, Audios, Artifacts, and other Evidence to the same Step.
A Form-only Step shows Save and a green Done, and no Submit Form at all. The Evidence pane holds the Form tile and nothing else, and there is no green +, because no other Evidence can be added.
That difference matters, because on a Form-only Step Done submits the Form and marks the Step Done in one action. There is no separate submit, and so there is no separate unsubmit either.
Follow the Form's Status
The pill on the Form tile in the Evidence pane tells you where the Form stands, and it is the quickest way to check before you go hunting for a button:
Not Started — the Form has not been opened or filled in yet.
In Progress — answers have been entered but the Form has not been submitted. Your answers are saved as you move from one field to the next, and the Save button is there if you would rather save them yourself.
Submitted — the Form is locked. A green Submitted bar with the date and time also appears above the Form title.
Edit a Form Before the Step Is Marked Done
If you have submitted the Form but not yet marked the Step Done, the Form can be reopened directly.
Open the Step and select the Form tile in the Evidence pane.
Select Unsubmit Form at the bottom right. This is the same button position that held Submit Form before you submitted.
Edit your answers. The fields become editable again and everything you entered before is still there.
Select Submit Form to submit the Form again.
Edit a Form After the Step Has Been Marked Done
This is the situation most people ask about. Once the Step is marked Done, the Unsubmit Form button disappears. The Step is locked, and the Form is locked with it, so there is nothing on screen to unsubmit with.
The fix is to reopen the Step first.
Open the Step. The only button at the bottom right is Undone.
Select Undone, enter a reason in the Undone Notes field, and select Save. This is covered in full in How to Mark a Step Undone.
The Step returns to active and Unsubmit Form reappears next to Done.
Select Unsubmit Form. The green Submitted bar clears, the tile returns to In Progress, and the fields become editable.
Edit your answers, then select Submit Form.
Select Done to complete the Step again.
Reopening the Step gives you the Unsubmit Form button back, but it does not unsubmit the Form on its own. Until you select Unsubmit Form the Form stays submitted and its fields stay locked, so both actions are needed.
Nothing is lost along the way. Reopening the Step does not clear the Form, and unsubmitting does not clear your answers. You are editing what is already there.
Edit a Form on a Form-Only Step
On a Form-only Step there is no Submit Form or Unsubmit Form button to use, because Done does both jobs. Reopening the Step is what reopens the Form, so unlike a Step with a Form alongside other Evidence, there is no second button to select afterward.
Open the Step. The button at the bottom right is Undone.
Select Undone, enter a reason in the Undone Notes field, and select Save.
The Form tile returns to In Progress and the fields become editable again, with your answers still in place.
Make your changes.
Select Done to submit the Form and mark the Step Done again.
If the Form Belongs to Your Observee
Everything above is written for the person who fills the Form in. An Observer can reopen a Form Step assigned to their Observee, but they cannot edit the answers. Unsubmitting the Form hands the Step back to the Observee instead.
How you get there depends on the kind of Step, and the end result is the same.
On a Step with a Form alongside other Evidence, mark the Step Undone. Unsubmit Form and Done come back, and the Form stays submitted until you select Unsubmit Form.
On a Form-only Step, marking the Step Undone is enough on its own, because Done is what submitted the Form in the first place.
Once the Form is unsubmitted the Step is no longer yours to work on. The Form tile reads Unavailable, the preview pane is empty, and the buttons at the bottom right disappear. Use the Undone Notes you entered to tell your Observee what to change, and the ? in the Undone column on the Step list to read that note back. Both are covered in How to Mark a Step Undone.