Review Form Submissions
TL;DR — Open an application, click View on a submitted form stage, and a side panel opens with every answer. Mark each field Valid / Invalid / Pending (with optional feedback), then either Send Revision Request to ask the candidate to fix flagged answers, or Approve / Reject the whole submission to set the final stage outcome. For quizzes, grade each question's score and feedback before approving.
Before you start
- Requires: Campaign Manager (assigned to the campaign) or Admin role.
- The stage must be a form stage and the candidate must have submitted the form. Drafts can't be reviewed.
Open a submission
- From the Applications page, open the candidate's application.
- On the application detail page, scroll to the Stage Progress timeline.
- Find the form stage. Submitted stages show a View button on the right.
- Click View. A side panel slides in showing the candidate's answers, files they uploaded, and any notes.
The panel shows the stage name at the top, the campaign in a smaller line, and a status badge — Submitted, Under Review, Needs Revision, or Graded.
Per-field validation
For non-quiz forms, every question becomes a card you can validate independently:
| Status | What it means |
|---|---|
| Pending (default) | Not yet checked — this is where every field starts |
| Valid (green) | The answer is acceptable. The candidate sees a green checkmark on this field |
| Invalid (red) | The answer needs changes. Add feedback in the comment box; the candidate sees the comment in their revision view |
Click the status pill on a field to cycle through values, or use the dropdown when present. Add feedback in the textarea. After making changes:
- Click Save Validations at the bottom of the panel to persist your decisions.
- A Validation saved toast confirms.
- The progress meter at the top updates: N verified · M pending · K need revision.
You can switch between fields freely — validations are local until you save, and unsaved changes are highlighted.
Send a revision request
Once you've flagged at least one field as Invalid and saved your validations:
- Click Send Revision Request at the bottom of the panel.
- The submission status flips to Needs Revision.
- The candidate is notified and the stage on their timeline shows a Revise Form button instead of Submitted.
- They edit the flagged fields (verified ones stay locked) and resubmit.
When they resubmit, the stage returns to Submitted in your view, with their changes — re-open it to validate again.
Mark a stage Under Review
If you want the candidate to know their submission is being looked at without committing to a decision yet, toggle Under Review at the top of the panel.
- The stage status changes to Under Review with an hourglass icon on the candidate's side.
- They see "Under review by the admissions team" on the stage card.
- Toggle off to revert to In Progress.
Use this when a review will take more than a day so the candidate isn't left wondering.
Grade a quiz form
If the form's type is quiz, the panel shows a Quiz Score Summary at the top instead of generic field validation. Each question is its own card with:
- The question text and the candidate's answer.
- A score input — type a number from 0 to the question's max score.
- A feedback textbox (optional) — visible to the candidate alongside the score.
- An Auto-graded badge when the system already scored a closed-format question (e.g. multiple choice with a known correct answer). You can override the auto-grade.
Click Save Quiz Grades to persist. The summary at the top recalculates the total and percentage live.
The pass/fail determination uses the form's configured passing percentage — you don't set it here, it's set when the form was built.
Approve or reject the submission
When you're done validating fields (or grading quiz questions):
- Approve — marks the submission Graded and either advances the stage to Completed or leaves it pending depending on Auto-advance (see below). A confirmation dialog appears first; the candidate is notified.
- Reject — marks the submission Graded and the stage Failed. The application stops here unless you reopen it. No notification is sent automatically.
These decisions are terminal — once a submission is graded, the candidate can't edit it (and you can't re-grade without administrator help).
Auto-advance after approval
Each form stage has an Auto-advance flag (set when the stage was designed):
- Auto-advance ON — approving the submission also flips the stage to Completed in one go. The next stage unlocks for the candidate.
- Auto-advance OFF — approving only marks the submission Graded. You still need to update the stage status manually (from the Stage Progress timeline) to flip it to Completed. Use this when a separate sign-off step is required.
The flag is shown at the top of the side panel so you know which mode you're in before clicking Approve.
View attached files
Questions that asked for a file upload show the file as a card with the original filename, size, and an icon. Click the card to preview (PDFs and images open inline) or use the Download icon to save it locally.
For documents you can't preview in the browser, the Download icon is the only path.
Troubleshooting
| Symptom | Cause | Fix |
|---|---|---|
| View button is missing on a form stage | The candidate hasn't submitted yet, or the stage isn't a form | Wait for submission, or check the stage type on the Stages tab of the campaign |
| Save Validations is greyed out | You haven't changed any field's status | Click a field's status pill or change a feedback note first |
| Send Revision Request is greyed out | No fields are marked Invalid, or you saved zero changes | Mark at least one field Invalid and Save Validations before sending |
| Candidate didn't get the revision notification | They opted out of email/WhatsApp, or the channel failed | Check the activity log for the submission. They'll still see Revise Form in their portal |
| Approve dialog mentions advancing but the stage stays in progress after approval | The form's Auto-advance is OFF | Open the application timeline and update the stage status manually |
| Quiz score doesn't add up | One or more questions have unsaved local grades | Click Save Quiz Grades; the summary recalculates from saved values only |
| Reopened submission shows old answers | The candidate hasn't yet resubmitted | Wait — your validation appears once they submit revisions |