A form submission is the completed result of a form: what the patient or employee actually filled out. Submissions are what circleOS uses to decide whether a required form is complete.
Where to view submissions
You can review form submissions in a few places:
- Patient profile → Form submissions for everything a patient has submitted
- Booking/appointment → Form submissions for one specific visit
- Settings → Workflow → Forms → a form → Submissions for auditing one form across patients
What you can do with a submission
When you open a submission, you can usually:
- review the captured answers
- open any linked document or PDF
- switch between linked documents if there is more than one
- invalidate the submission if it should no longer count
If a submission has been invalidated, or if it has expired under the form’s validity rules, it no longer satisfies the requirement.
Manual uploads
Staff can manually upload PDF documents as form submissions. This is useful for paper forms completed in clinic or forms received outside the usual patient-facing flow.
There are two ways to manually upload a form submission:
From the patient profile
Use this when you want to add a submission for a patient even if you did not start from a missing requirement.
- Go to the Patient Profile.
- Open the patient action menu.
- Choose Upload → Upload Form Submission.
- Choose the form and select the PDF file.
From a required forms list
Use this when you want to satisfy a specific form requirement, for example in Live Mode, plans, or other required-forms lists.
- Locate the missing form in the Required Forms list.
- Click the Upload icon (cloud icon) next to the form name.
- Select the PDF file and confirm.
What manual uploads create
When a submission is uploaded manually:
- it appears in submission lists like any other submission
- it creates a linked patient document for that PDF
- the required form is satisfied straight away
- the submission viewer shows the linked PDF
- there will usually be no structured question-and-answer data
Manual uploads accept PDF files only. The uploaded PDF is stored as a linked patient document and shared immediately, so use this option only for files the patient is allowed to access.
What “complete” means
When a form is required, circleOS will show it as:
- Missing: no valid submission has been received for the patient yet.
- Complete: a valid submission exists for that patient, and if an expiry is configured it is still within the valid window.
A linked document can help with review, but the submission itself is what drives completion status.
Invalidate a submission
If a submission should no longer count, open it and use the invalidate action. This only changes the submission validity. It does not delete or unpublish the linked document.
Troubleshooting (common issues)
- A required form still shows "missing": confirm the patient submitted the correct form, and that the submission is still valid and inside any configured expiry window.
- You can’t find a submission: check the patient profile first, then the related booking if the form was visit-specific.
- A submission exists but you need a document too: whether one exists depends on how that form is configured. Manual uploads always create a linked PDF document.
- A manual upload fails: check that the file is a PDF and that the patient and form were selected.