How can I activate a review process for survey or application submissions?

You may be using your Surveys/Forms module for creating things like grant, volunteer, membership applications or even for submissions like contact us, photo contests, or prayer requests. If you would like to track the status or perform a review of the submissions, you can do this two ways.

Option 1:

1. Once the form has been submitted, from the Surveys/Forms Results grid, you can use the Tools menu to start a review.

2. The constituent's submission will show in the new window and the reviewer's name will be automatically entered in the Last Review By field and the date will be entered in the Last Review Date field. The reviewer will select a Status (which is set up on the survey's Settings tab) and then enter any Comments. Click the Save button to save the review.

3. On the grid you can see the information entered by the review in the Review Status, Date Time Last Review, Review Comment and Last Review By fields. These columns can be filtered and sorted and you can export the information using the Actions menu.

Option 2:

If you need to document more than a simple comment, you can use the Enable Internal Review feature when building the form.

1.  First create the survey/form you would like to use to document the review.

• The additional survey must be a survey (not a poll) and it cannot be marked “Internal Only.”
• It also will not require distribution via email since it will be used only to perform these Internal Review.

2. In your application, go to the Survey/Form Settings tab and set Enable Internal Review to YES. This will activate the following options:

• Survey/Form Name - select the new form you created to document your review.

• In the example below, we created a short survey used to evaluate volunteer applications. The review survey will be linked to the original Submission ID.

• The next field, Internal Contacts, allows you to select one or more of your internal DonorView users to perform the review. These users will receive a notification when a survey is submitted requesting that they perform the review.  Multiple reviewers can submit a review survey, however only the most recent Review Status will be shown on the grid if there are multiple reviews.

• You can also select a constituent from your database to perform the review using the External Contacts dropdown field. Be sure that the constituent has a primary email address so that they can receive the link to perform the review. You could use this if you have a board member or other trusted constituent who has offered to help your team perform reviews, but they do not require access to the entire database.

• The final field to update is the Review Status. You will need to add options to this list to assign to your respondents. Examples include Pending, Awaiting Review, Approved, Denied, Open, Closed, or Waitlisted. Click on <New/Edit> to open the window to add your review statuses.
• Once you add your options, select one which will be applied as the default status when the survey is submitted, for example “Awaiting Review,” to indicate that it has not been reviewed yet.
• The Review Status options you have added will be available on all other surveys which enable internal review.
• Always click on Save or Save & Next to save any changes made to this tab.

3. Once the form is submitted, you can use the Tools menu on the row for the constituent to review and select Review.

4. In the new window you will see the submission on the left and the form the reviewer will use on the right.

5. The reviewer will complete the fields on the review form and click Submit to save the review. This review will be saved in it's own grid and linked to the original submission.

6. The reviewer can also update the Status and add Comments to appear on the Survey forms grid to indicate the review has been completed as shown in Option 1 above.