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FormSubmission is created per FormSite (site + year) and groups all field values (FormElementSubmissions) for that deployment.

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Purpose and Function

FormSubmission serves as:
  • Container: Groups all field responses for one site/year
  • Scope: Ties values to a specific formSiteId
  • Ownership: Stores creator and organization

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Submission Types

Internal submissions (private forms)
  • Exactly one active submission per FormSite (non-deleted)
  • Auto-save functionality preserves work in progress
  • Real-time validation and error checking
  • Direct integration with user permissions
External submissions (public forms)
  • Multiple submissions allowed per site/year
  • No platform account required
  • Branded public form header (optional)

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Submission Lifecycle

1. Initiation: User accesses a form deployment (FormSite) 2. Data Entry: User fills out form fields, creating FormElementSubmissions 3. Validation: System checks required fields, data types, and business rules 4. Submission: User completes and submits the form 5. Review (optional): Approvals happen per field value based on workflow 6. Integration: Data becomes available for calculations and reporting

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Data Structure

Each FormSubmission contains: Identification:
  • Unique submission ID
  • Associated FormSite (form + site + year)
  • Submitter information (user or external contact)
Content:
  • Collection of FormElementSubmissions (individual field values)
  • Supporting documents attached to specific values
Timestamps:
  • Created/updated dates

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Multi-Period Data Handling

For forms with monthly or quarterly periods, a single FormSubmission can contain: 
FormSubmission (Annual Energy Report - Plant A - 2024)
├── January Energy Consumption: 1,250 kWh
├── February Energy Consumption: 1,180 kWh
├── March Energy Consumption: 1,340 kWh
...
└── December Energy Consumption: 1,290 kWh

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External form management

Public Access: External forms generate unique URLs that don’t require authentication Multiple Submissions: Suppliers or contractors can submit multiple times for the same site/year Approvals: Values may require approval (status at the field level) Aggregation: Multiple external submissions can be analyzed and aggregated as needed

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Real-World Examples

Monthly Energy Report:
  • Single submission per facility per year
  • Contains 12 months of energy consumption data
  • Auto-calculates annual totals and averages
  • Links to supporting utility bills
Supplier Assessment:
  • External submission from each supplier
  • Contains company profile and emissions data
  • Multiple suppliers can submit for same reporting year
  • Internal team reviews and validates responses
Quarterly Waste Tracking:
  • Four separate submissions per year per site
  • Each submission contains waste stream data
  • Progressive data collection throughout the year
  • Real-time dashboard updates as submissions complete

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Integration and Export

API access: Retrieve submission data programmatically CSV/XLSX export: Export/import of values is supported at the FormElementSubmission level Dashboard Integration: Submission data automatically feeds into widgets and visualizations Dashboards: Submissions contribute to dashboards and summaries

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Operational Benefits

Data Integrity: Complete submission tracking prevents data loss and duplication Workflow: Clear status handling for approvals at the field level, with inline Approve/Reject/Revert controls and bulk actions for populated periods Scalability: Handle thousands of submissions across multiple sites and forms Flexibility: Support both internal data collection and external stakeholder engagement Progress telemetry: Emit live “remaining vs. total” metrics for data-entry and approval stages that downstream dashboards can subscribe to