❔ Catch-up quick

Form history provides a record of all activity with each of your Forms — including every submission, transfer, approval decision, and journey step transition. Use it to track what happened to a Form, who acted on it, and when.

Explore each Form’s audit trail when you review its Form history.

Review the history of all Forms to which you have access on either the mobile or web app.

In the mobile app, tap the Actions menu and tap Details & History.
In the web app, open the Actions menu and select History.

🗒️ Note: Be sure to distinguish between Form history and Template history.

Your Form access is determined by your permissions, as assigned by your account admin. The most up-to-date Form version will always appear as the latest version, with the past versions providing a record for future reference.

Screenshot displaying the location of a selected Form's "History" access in the web app's Forms tab.

For the most part, Form actions are tracked as they happen. But, Form changes that take place offline will create a new Form version when they come back online and sync.

Form History columns (web app)

Form History displays your Form's activity newest to oldest by default. Use the Time column header to change the sort order.

To export the full activity list, select Export in the top right of the modal. This downloads the list as a CSV file.

Each row includes the following columns:

Column	What it shows
Activity	The action that occurred.
By	The user or system that completed the action.
Device	Whether the action happened on Mobile or Web. Hover over Mobile to see the device used, device ID, and mobile app version.
Time	The date and time of the action. Select the column header to sort ascending or descending.
Version	The Form Version tied to this activity, shown as a gray tag. Hover to see the version link; select it to open that Form Version, the same as before. If more than one version applies to a single row, select the arrow to expand the list.
Status	The Form's status at the time of the activity — Draft or Completed.
Icons	Up to three icons may appear: a history icon (opens the Form Change Log — see below), a comment icon (only if a comment was captured; select it to view the comment), and a map icon (only if a location was captured; select it to view the location).

When a Form User completes the same action multiple times, GoFormz collects the related versions into a collapsible list. Available actions vary based on each Form User's permissions.

In your Form history, you’ll find a variety of actions.

Form actions

Each action you find in Form History will indicate the. . .

Form’s owner at the time of each event,
Date and time for each version,
Environment used to create a version (such as the web or mobile app, or a system event like a Workflow or API event),
Access link for a read-only version of the Form.

Additionally, transfers may also include comments.

When a user completes the same action multiple, all versions associated with those actions are collected into a collapsible list.

Available actions will vary based on each Form Users permissions.

Create

A Form is created when an automation or Form User initiates a new “copy” from a Template.

❔Catch-up quick

Think about how you’d use a paper form. If you needed multiple people to fill out a document, you’d make copies of the original.

With GoFormz, your Template behaves like a paper form’s ‘original copy’. Each Form, then, is like the ‘copies’ you’ve distributed for people to fill out.

Reopen

Completed Form has been reopened as a Draft.

Form Users will need the necessary permissions to access earlier Form versions in order to complete any actions that involve earlier Form versions.

You cannot revert Forms to a previous version.

Modify

A Form “modification” indicates that a Form has been updated.

Take ownership

Only one user can own a Form at a time.

If you’re a member of a Group where multiple Form Users contribute to a Form, you can take ownership of a Form to provide the necessary information, then transfer Form ownership to your Group.

Repeat the ownership transfer process as necessary. Once finished, designate the Form as complete.

Transfer

Form transfers aim to support collaboration within your organization.

When you transfer a Form, you have the opportunity to include comments. Transfer comments provide a way to inform other within your organization more information about why the Form is being transferred, and what - if any - actions need to be taken after transfer.

🗒️ Note: Mobile version 4.0.1338 or later is required to send and open transfer comments.

🗒️ Note: When offline, mobile users will receive pop-up notifications of any new transfer comments when they open the corresponding Form. But, transfer comments will not appear in the mobile app's Form History.

Complete

Drafts Forms are Forms that are still being filled out or edited, whereas completed Forms are entirely filled out and submitted.

Completed Forms can be re-opened and edited by users with the appropriate permissions.

Viewing the Form Change Log

Admins can compare what changed between two versions of a Form using the Form Change Log.

🗒️ Note: The Form Change Log is available on the web app only, and only to Admins.

To open it, select the history icon next to any activity row in Form History. The Change Log opens in a new tab.

The Change Log displays as a table with four columns:

Field Type
Field Name
Version # (the older version)
Version # (the newer version — the one you selected Changes from)

How a field's values appear in the table depends on its type:

Text, Dropdown, Number, Date, Date Time, Time, Database: shows the field's populated value
Checkbox: shows True or False
Checkbox Group: shows each checkbox name with True or False
Image, Sketch: shows the Image ID number
Audio: shows the timestamp
File Attachment: shows the file ID (comma-separated for multiple files)
Signature, eSignature, eSignature Initials: shows the image file ID of the signature
Location: breaks out into latitude, longitude, and accuracy
Auto Number: shows the value
Barcode: shows the value
Table: shows the column name and row number; text values only are supported

About Form history