# Form Viewer ## Table of Contents * [Overview](#overview) * [Who Uses the Form Viewer](#who-uses-the-form-viewer) * [Tab Visibility by Organization Type](#tab-visibility-by-organization-type) * [My Forms Tab](#my-forms-tab) * [Status Totals Bar](#status-totals-bar) * [Organization Type Filtering](#organization-type-filtering) * [Summary Tab](#summary-tab) * [Reading the Summary Table](#reading-the-summary-table) * [How Counts Are Calculated](#how-counts-are-calculated) * [Filtering by Form](#filtering-by-form) * [Downloading Response Data](#downloading-response-data) * [Troubleshooting](#troubleshooting) *** ## Overview The Form Viewer is the central place where organizations track and manage their form submission progress. It provides two complementary views: **My Forms**, which lists the forms an organization is responsible for submitting, and **Summary**, which gives state and district administrators an aggregated picture of submission status across all child organizations. Both views are aware of which organization types are eligible for each form -- organizations only see forms they are required to fill out, and summary counts only include organizations that are eligible to respond. *** ## Who Uses the Form Viewer | Role | What they see | | ---------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------- | | School user | My Forms tab only -- a list of forms assigned to their school and the ability to open and fill them out | | District administrator | Both tabs -- My Forms for forms the district itself must fill out, and Summary to track submission progress across all schools in the district | | State administrator | Both tabs -- My Forms for state-level forms, and Summary to monitor all districts (and their schools) statewide | *** ## Tab Visibility by Organization Type The Form Viewer automatically shows the tabs that are relevant to your organization: * The **Summary** tab appears when your organization has child organizations below it in the hierarchy (for example, a district that has schools, or a state that has districts). It lets you monitor submission progress across those children. * The **My Forms** tab appears when your organization's type is included in the allowed respondent types for at least one active form. Schools, which have no children, see only the **My Forms** tab. State and district organizations typically see both tabs. If neither tab is visible, your organization has no active forms assigned to it for the current period. *** ## My Forms Tab The **My Forms** tab lists every form version where your organization's type is an allowed respondent. Each row represents one form and shows: | Column | What it shows | | --------- | ----------------------------------------------------------------- | | Form Name | The title of the form | | Status | Your organization's current response status for this form version | | Actions | Open the form to fill out or review your response | Click the action icon on any row to open the form response page for that form. From there you can fill in answers, save progress, and submit. See the [Form Responses](/guides/form-responses.md) guide for a full walkthrough of the response workflow. ### Status Totals Bar Above the form list, a **Status Totals Bar** shows a summary count of your forms broken down by response status: | Status | Meaning | | ----------- | ------------------------------------------------------ | | Not Started | You have not yet entered any answers for this form | | In Progress | You have saved answers but have not submitted yet | | Completed | You have submitted your response | | Finalized | An administrator has reviewed and locked your response | | Total | Total number of forms in your list | These counts update whenever your response status changes. Use the totals bar to quickly see how many forms still need attention. ### Organization Type Filtering The My Forms tab only shows forms where your organization's type (State, District, or School) is included in that form version's allowed respondent types. Forms restricted to other organization types are automatically excluded. If a form you expected to see is not in the list, the form version may have a restriction that does not include your organization's type. Contact your administrator to check the form version's **Respond by** settings. *** ## Summary Tab The **Summary** tab is available to organizations that have child organizations below them. It provides a high-level view of how those children are progressing on their form submissions. Each form that has at least one eligible child organization appears in the summary. Forms are displayed as individual tables, one per form, each showing a row per child organization. ### Reading the Summary Table Each row in a summary table represents one child organization. The columns show: | Column | What it shows | | ----------------- | ------------------------------------------------------------------- | | Organization Name | The name of the child organization (district or school) | | Not Started | Number of eligible sub-organizations that have not begun | | In Progress | Number of eligible sub-organizations with a response in progress | | Completed | Number of eligible sub-organizations that have submitted | | Finalized | Number of eligible sub-organizations whose response has been locked | | Total | Total number of eligible sub-organizations under this organization | For state-level users, each row represents a district. The counts for a district include all schools below that district -- not just the district itself. For district-level users, each row represents an individual school. Above each form's table, a **totals bar** shows the aggregate counts across all child organizations for that form, so you can see the overall completion picture at a glance before reading individual rows. ### How Counts Are Calculated Counts are calculated recursively down the organization hierarchy: * A district row in the state-level summary includes counts from all schools beneath that district, not just the district's own response. * Only organizations whose type is eligible for a given form version are counted. If a form is restricted to Schools only, district-level organizations are excluded from the count for that form, and only the schools beneath each district are tallied. This means a district that has 10 schools assigned to a School-only form will show counts between 0 and 10 in its row -- one count per school. The district's own response status is not included in those counts. ### Filtering by Form When you have multiple active forms, use the **Form** filter dropdown above the summary tables to focus on a single form. Selecting a form collapses the view to show only that form's table. Select the blank option to return to the full list of all forms. ### Downloading Response Data If your administrator has configured a download link for the form, a **Download** button appears in the summary section. Clicking it opens the configured download URL for that form, which typically provides a spreadsheet or report of the aggregated response data. The download action is configured at the site level by your administrator using the MSDCFormsDownloadUrl site setting. If the download button is not visible, the download URL has not been configured for your site. *** ## Troubleshooting **The Summary tab is not visible.** The Summary tab only appears when your organization has child organizations in the hierarchy. If your organization is a school (or has no children configured), only the My Forms tab is shown. Contact your administrator if you believe you should see a Summary tab. **The My Forms tab is not visible.** The My Forms tab appears when at least one active form version allows your organization's type as a respondent. If no active forms are configured for your org type, the tab is hidden. Contact your administrator to confirm that forms have been published and that your organization's type is included in the **Respond by** setting for those forms. **A form is missing from the Summary table.** A form only appears in the Summary if at least one eligible child organization exists for that form version. If all child organizations are excluded by the form's organization type restrictions, the form does not appear. Check the **Respond by** settings on the form version in the Form Builder. **The counts in the Summary row for a district seem low.** Counts only include organizations whose type matches the form version's allowed types. If the form is restricted to Schools, only schools under that district are counted -- the district itself is not included. Verify the form's Organization Type Restrictions if the expected count does not match. **The Download button is not visible in the Summary tab.** The download action requires a site-level setting (MSDCFormsDownloadUrl) to be configured by your administrator. 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