Note
Users and drivers with a Forms license and access to the Samsara dashboard also have access to all features within the Submissions dashboard, including Approval Feature for Connected Workflows, if applicable.
After a user completes and submits a form, the form will appear on your Submissions dashboard (Forms ( ) > Submissions). Through the Submissions dashboard you can view and manage completed forms and filter by date, tag, form template, the user who submitted the form, asset, geofence, status, approvers, or form score. You can also export data, including historical data from deleted forms, from user submissions in the more actions ( ••• ) menu in the upper right hand corner. To learn how to approve forms, see Approval Feature for Connected Workflows.
For a detailed view of the information a user submitted, you can select a form from the Submissions list.
To learn more about the various functionalities within the Submissions dashboard, select a topic below:
If needed, you can Edit a form, which overwrites all previous versions of the form when saved. All forms and form fields are editable, and all changes will be permanent upon saving. It is not possible to revert back to a previous version of the form when saved. Fields that are required cannot be left empty.
To edit a form:
If you receive a submitted form that needs to be handled by another person— such as in workflows with follow-up tasks— and the form is in a status like Not Started, In Progress, and Changes Requested, you can use Reassign to transfer the form to someone else.
With Reassign, you can select the next worker in your workflow to assign them a partially completed form, and pass on information relevant to the follow up tasks. For example, a job safety analysis form was submitted and needs to be worked on. You change the status of the form to In Progress, then Reassign the form to a worker who is then notified of the reassignment so they can work on it.
You can also use this feature to correct mistakes in incorrect form assignments.
To Reassign a form, perform the following workflow:
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Select a Form from the Submissions dashboard.
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Ensure the status of the form is correct for the reassignment and update it if necessary.
The status of the form changes what the reassignment will look like for the next worker. For use cases and corresponding statuses that we recommend you to use for reassignment, see the following table:
Status
Recommended Use
Notification
Not Started
Correct incorrect assignments.
-
New assignee receives form assignment notification, and the form appears in new assignee’s task list and inbox.
-
For forms with Approval workflow: New assignee receives form assignment notification, form appears in new assignee’s task list and inbox.
In Progress
Assign to a new worker to complete the next step in the workflow.
Completed
N/A
No notification, task, or inbox change.
Needs Review
N/A
Request Changes
Assign specific changes to a form to another worker.
Only for forms with Approval workflow: New assignee receives changes requested notification, form appears in task list and inbox. If a note is provided by an admin, that note is included.
Approved
N/A
No notification, task, or inbox change.
Archived
N/A
-
-
Click the more actions ( ••• ) menu in the top-right corner.
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Select Reassign.
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Search for the driver or user to reassign the submitted form to.
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Click Next to save.
The Export PDF feature generates a downloadable PDF for any completed form submission. Each PDF includes form responses, issue details captured at the time of export, signatures, images, and relevant metadata.
This feature helps you stay compliant, and prepare for audits and internal reporting by giving you a consistent format for your records. It also makes it easier for you to email, print, or store forms in document management systems (DMS).
To export a form submission from the Samsara dashboard, perform the following workflow:
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Select a Form from the Submissions dashboard.
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Click the more actions ( ••• ) menu in the top-right corner.
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Select Export PDF.
PDFs reflect the form submission at the time you export it. If any issue details change after export, those changes will not appear in the file. Complex submissions with multiple images may take longer to generate.
You can also export a form submission through the Samsara API which can automate reporting, trigger exports immediately after submission, and send PDFs directly into your DMS, enterprise resource planning software, or legal archives. For more information, visit our developer documentation to initiate a form PDF export request and retrieve a completed form PDF.
If you would like to remove form assignments that are no longer necessary from a driver's inbox, or if you like to hide forms from view in your Submissions dashboard, you can use the Archive feature. The Archive feature is available in the status drop-down in the detailed view.
Forms that are archived move to the Archived tab of the Submissions dashboard. Forms that were assigned and then archived are removed from the driver's inbox. Ad-hoc submissions that were submitted and then archived are removed from the driver's list of submissions.
You can also Unarchive, or remove a form from Archived, by updating the form to a different status. Status changes are limited by what the original Approval status of the form submission was prior to archival. For example, Forms that were marked Completed and then archived , can only return to Completed.
The following table provides what status options an archived form can return to based on their original status:
|
Original Status |
Unarchive Options |
|---|---|
|
Completed |
Completed |
|
Not Started |
Not Started |
|
Needs Review |
Needs Review |
|
Approved |
|
|
Request Changes |
|
Forms that are assigned, archived and then unarchived are returned to the driver's inbox. The form notification only occurs upon initial form assignment and will not have an additional notification.
Archived forms are removed from all Forms Overview columns. When unarchived, they are returned to the Forms Overview columns.
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