Available for the following plans: Plus, Unlimited HR, Engage, Elite, Unlimited HR+Payroll
Available for the following HR plans: Premium, Platinum
Available for the following User Access levels: Admin
The Custom Form Responses feature allows you to track and manage all submissions from your custom forms in one central location. With the updated audit trail columns, you can now quickly identify the approval state of any response, see who performed the last action, and view exactly when it happened without having to open individual rows. You can also expand any response inline to review the complete chronological history of approval decisions.
This article will show you how to perform the following:
- Review form response approval status
- Sort responses by action date
- View the full decision audit trail
Review form response approval status
- Log in to Employment Hero.
- Click the Custom Forms icon on the left hand side menu.
- Select the Responses tab for your chosen form.
- Locate the Status column to see the current state of a submission:
- Submitted (Grey): The form has been sent but no approval workflow is active.
- Pending (Yellow): The response is waiting for an approval decision.
- Approved (Teal/Green): An administrator or approver has accepted the submission.
- Declined (Red): The submission was either directly declined or an initial approval was later reversed.
- Check the Last actioned by column to see the name of the person who most recently processed the response. If no decision has been made yet, this will display a dash.
- Check the Last action date column to see the exact timestamp of the most recent decision.
Sort responses by action date
- Navigate to the Responses tab of your custom form.
- Click the Last action date column header.
- Click the header again to toggle between ascending and descending order. This helps you quickly find the most recent submissions that have been actioned by your team.
View the full decision audit trail
- Navigate to the Responses tab of your custom form.
- Click anywhere on a specific response row to expand it inline.
- Review the Approval History section. This section will display:
- The name of the actor who performed each action.
- The type of action taken (Approved, Declined, or Reversed).
- The date and time of the action.
- Any comments provided by the approver during the process.
- If a form has been approved and then later changed to Declined, look for the Reversed entry in this log to see who performed the reversal and why.
- Click the row again to collapse the history and return to the main list view.
Helpful Hint
If a form does not use an approval workflow or if a response has not yet been through any approval steps, no history section will appear when you expand the row.