Manage submissions to requests

See what has come in, work together with colleagues and keep answers and files where you need them.

Open the request through Exchange › Requests to view the submissions and manage the settings.

Sharing the link #

Everyone you listed under Ask receives the link by email. You can also share the link yourself through Submission URL and Copy URL, for example in an existing email thread.

Using an open request? Then you can also put the link on your website, so people can open and fill in the form themselves.

Making the page recognisable #

With Guest page you can make this request's page match your own branding. Set a logo, a wallpaper and a background gradient. Changes are saved right away.

If you set nothing, the request uses the branding of your group or organisation.

Viewing incoming submissions #

For every new submission you receive the New submission notification. Open the Submissions tab to view the answers and files. You can choose from several views:

• Senders – an overview of the senders and their status.
• Response and Responses – view the answers as filled in.
• By question – compare the answers to one question.
• Files – view the uploaded files.
• Table – view the data in a grid, similar to a spreadsheet.

The information is decrypted on your device when you view it.

Exporting answers and files #

Do you want to process or keep the information further? Choose the export that fits what you need:

• Download CSV – export the answers as a spreadsheet.
• Download file – save one uploaded file to your device.
• Export to Databeamer Drive – copy all files to a folder in your Drive, so they remain available after the request's retention period ends.

When keeping data, take into account the retention periods and agreements that apply within your organisation.

Managing readers and settings #

Under People you see who can read the submissions. With Add reader you can give someone access, and with Remove reader you can end it. Readers must have a Databeamer account.

You manage other settings as follows:

• Edit request – change the title, the message or the deadline. Choose Save changes to apply the changes.
• Delete request – delete the request and all associated submissions.
• Activity – see who submitted, retracted, read or exported, and when that happened.

When adding readers, check whether someone needs the information to do their work. That way you keep access limited to the right people.

Can a submitter retract an answer? #

A submitter can retract a submission up to 24 hours after sending it. The retracted submission is removed and marked as retracted.

After the deadline, or once the request is fulfilled, no new submissions can be made. The page tells the submitter so.

More about what the person filling it in sees and can do is in Answer a request.

Security detailsWhat is this?

• Readers are members of the group the request is linked to. With Add reader, the group key is shared securely with the new reader. With Remove reader, that access is withdrawn, but information someone has already decrypted cannot be taken back.
• When a submitter retracts a submission within 24 hours, the action is verified cryptographically. The encrypted submission is removed and marked as retracted.
• Exports are decrypted on your device. The exported files can then end up outside Databeamer's encrypted environment. So make sure you store and share them according to your organisation's agreements.