Form Review is the page where you view submitted PDFs and change their status — for example, approving a health form or sending it back for corrections. You can review a single participant's form or work through all forms of a given type for the whole session.
Required role: Session Manager, Participant Manager, or Participant Form Reviewer (for changing status); Participant Form Viewer or higher (read-only view)
On the Participants page, click Review Forms in the action menu. A "Review Forms" dialog appears:
The form review page opens in bulk mode, showing the first form of that type waiting to be reviewed.
If there are no form types to review, the dialog shows "There are no form types to review at this time."
From a participant's record, click into their Forms tab and click to open a specific form. This opens the review page in single mode, showing only that one participant's form.
The review page has two sections: the PDF viewer (main area) and the side panel (right side). The side panel can be toggled open or closed with the panel icon in the header.
| Control | Description |
|---|---|
| Form/packet name | Displayed as the page title |
| Previous | Go to the previous form (bulk mode only) |
| Next | Go to the next form (bulk mode only) |
| Back | Return to the Participants page (bulk) or to the participant's record (single) |
| Panel toggle | Open or close the side panel |
In bulk mode, the Previous and Next buttons let you move through forms one at a time without going back to the participants grid.
The main area shows the form as a PDF. You can:
The side panel shows information about the current form and actions you can take.
At the top: a color-coded badge showing the form's current status (e.g., Pending Review, Approved, Rejected). For packet mode, shows "Complete" or "Incomplete."
In bulk mode, a search box lets you type a participant's name to jump directly to their form without clicking through Previous/Next.
| Field | Description |
|---|---|
| Form | The form type name |
| Expiration | When the form expires |
| Submitted | Date and time the participant submitted |
| Packets | Which form packets include this form |
| Required | Whether this form is required |
| Fillable | Whether the form has fillable fields |
For packet mode, the Packet Details card shows the packet name, description, status, and a count of required and optional forms submitted vs. total.
Shows the participant's name, phone, and email for quick reference.
A list of notes added by reviewers at previous status transitions. Each note shows the date, the staff member who added it, and the note text. Internal notes are not visible to participants.
If no notes have been added: "No internal notes."
Click "Status History" to open a popup showing a vertical timeline of all status changes for this form, including who made each change and when.
The Actions card in the side panel shows all available status transitions for the current form as color-coded buttons. The button labels match the action name (e.g., "Approve," "Reject," "Request Changes").
Changing status is available to users with the Session Manager, Participant Manager, or Participant Form Reviewer role. Status buttons are disabled if the session is locked.
If the transition requires a message and you leave it blank, the form will not let you proceed.
No actions available: If the form is already in a final state or there are no configured transitions, the Actions card shows "There are no actions to take for this form."
Either the session is locked, or your account does not have the Session Manager, Participant Manager, or Participant Form Reviewer role for this session. Participant Form Viewers and Participant Viewers can view forms but cannot change their status.
The PDF viewer requires your browser to be able to fetch the form from the server. Check your network connection. If the issue persists, open a support ticket at https://support.healthforms.io.
If the "Review Forms" dialog shows "There are no form types to review at this time," either all submitted forms have already been reviewed, or no participants have submitted forms yet.
Q: How do I approve a submitted form? A: Open the form in form review (either from a participant's record or via "Review Forms" on the Participants page). In the side panel, click the "Approve" button in the Actions card. Add any required message and click "Approve" to confirm.
Q: How do I review all pending forms at once? A: On the Participants page, click "Review Forms" in the action menu. Select the form type you want to review and click Continue. Use the Previous and Next buttons to move through each form, and the Jump to Person search to skip to a specific participant.
Q: Can I see who previously reviewed a form? A: Yes — click "Status History" in the side panel to see a complete timeline of every status change, including who made it and when. Internal notes from each review step also appear in the Internal Notes card.
Q: Can I leave a message for the participant when I change a form's status? A: Yes — when you click a status action button, a popup asks for an External Message (sent to the participant) and an Internal Message (visible only to reviewers). Both fields are optional unless the status transition requires one.
Q: What does "Participant Form Reviewer" allow me to do? A: Participant Form Reviewers can view participant records and forms, and can change form statuses. They cannot edit participant information or invite participants. See Manager Overview for the full permissions matrix.
See the Glossary of Terms for definitions of terms used in HealthForms.io.