Received and Submitted responses

Understand the Received and Submitted tabs on the responses list, what lands in each, what every column means, and how to search, filter, sort, and act on responses in bulk.

Before you start

You need access to the Responses area of the portal. Everyone on your account has the same access to it — there is no separate permission for accepting, declining, scoring, or deleting responses.
A response is one submission of a form — either a form your account owns, or a form someone else's account owns that your account submitted to.

Choose the right tab

The responses list has two tabs of responses, plus a third for saved answers:

Received — responses submitted to one of your account's own forms. This is the default tab.
Submitted — responses your account submitted to another account's form, or a document your account uploaded to create a response.

(A third tab, Answers Library, holds saved answers rather than responses — see Answers Library: save and reuse answers.)

Switching tabs clears the page you were on and any filters you had set, but keeps whatever is in the search box.

The Received tab of the responses list, showing the Received, Submitted, and Answers Library tabs and a table of responses with Submitter, Form, Status, Opportunity, CRM Sync, Score, and Submitted columns.

By default the Received tab shows only responses in these statuses: Submitted, In Review, Accepted, Shortlisted, and Stale. Pending, In Progress, Ready for Submission, and Declined responses are hidden until you change the filter — which is why the count badge next to the Responses heading rarely matches the raw number of rows a form has collected. That badge always counts the responses matching your current filters and search, not every response in your account. For what each status means, see Response statuses.

The columns

Column	What it shows
Submitter	The respondent's name from the form's own name questions, with their email underneath. Falls back to the organization name, the email, or "Response #N". When someone signed in to Incenti filled the form in on the respondent's behalf, a muted Filled by name line names them too.
Form	The form it was submitted to; clicking it filters the list to that form.
Status	The response's current status badge.
Opportunity	The connected opportunity. Only appears once at least one row in the list is connected.
CRM Sync	Sync pending, Synced, or Sync failed — see CRM sync and conflicts.
Score	The overall score percentage. Only appears once at least one row has been scored.
Submitted	The date and time it arrived.

Click Submitter, Status, Score, or Submitted to sort by that column; clicking again reverses the direction. Every row opens the response's detail page, and each row has a trash icon that opens a Remove Response confirmation.

Act on several responses at once

The bulk action toolbar above the responses table, with the Select All checkbox, the number of responses selected, and the Score with AI and Change Status buttons.

Above the table sits Select All (N), where N counts only the responses that can still change — a response already Accepted or Declined has no checkbox and is never selected. Tick one or more and the toolbar shows how many are selected plus these actions:

Connect to Opportunity and Promote to Opportunity — shown when none of your selection is connected to an opportunity yet. Connect links the selection to an opportunity that already exists; Promote creates a new one.
Reconnect to Different Opportunity and Disconnect — shown when every response in the selection is already connected.
Score with AI — see Score responses with AI.
Change Status — opens the same Change Response Status dialog as the detail page, applied to everything selected. See Review a response.

Promote to Opportunity asks for an Opportunity name and a Pipeline (both required), plus an optional Description and Owner, then Create Opportunity takes you to the new opportunity. One promotion creates exactly one opportunity, so the selection has to come from a single form — mixing forms gives you the message "Select responses from a single form to promote them together."

A List / Compare toggle sits above the table. Compare lays one form's responses out question-by-question instead of response-by-response, with a Score row and a row per scoring criterion when any of them has been scored. If the list isn't filtered to a form yet, the Compare tab asks you to choose one first. See Compare responses side by side.

What the Submitted tab shows

The Submitted tab listing the responses Hollowmere sent, with Form, Organization, Submitter, Status, and Submitted columns; an In Progress questionnaire is still open to continue.

The Submitted tab has no checkboxes and no bulk actions: score, CRM sync, and opportunity links are the receiving account's internal workflow, so they are never sent to your side. Its columns are Form, Organization (whose form received it), Submitter (the portal user who sent it, with their email underneath), Status, and Submitted. It shows every status by default, not the Received tab's narrower subset.

Clicking a row opens the response in the portal. While it's still yours to finish — Pending, In Progress, or Ready for Submission — the form title is highlighted with the tooltip Continue "<form name>", and the response opens ready to fill in, saving as you go, with Submit in the header once every required question is answered — see Fill in a response you're answering. Rows past that point open as a review of what you sent, titled after the form and the organization it went to (Form Response for Organization). Until you've sent anything, the tab reads "No submitted responses yet".

Both tabs share a search box (placeholder Search respondent, user or form) and a Filter button, which shows a count badge once one or more filters are active. The filter dialog is titled Filter Responses:

Filter by Status — a checkbox per status, each showing a count; a status with zero matching responses is disabled.
Filter by Score Percentage (Received tab only) — Minimum % / Maximum % inputs. Unscored responses drop out of the list once either bound is set.
Filter by Connection (Received tab only) — Connected opportunity (placeholder Any opportunity) and Connected form (placeholder Any form) search boxes, which read "No opportunities found." or "No forms found." when nothing matches.

The footer has Reset to Default (restores the tab's default status filter), Cancel, and Apply Filters. When more than one page of results exists, Previous / Next controls and a "Page X of Y" label appear below the table.

What happens next

Bulk status changes, opportunity connect/disconnect, and AI scoring all run from this list and refresh it in place — see Review a response for what each one does. Uploading a document from Create Response (available on both tabs) starts a background job; a new row for it appears in your Submitted tab once it's ready, and you're notified separately — see Create a response from a document.

Common questions

Q: Why don't I see a response I know was submitted? A: On the Received tab, drafts, responses marked ready for submission, and declined responses are hidden by default — open Filter and check the statuses you want, or click Reset to Default if you'd previously narrowed the filter yourself. Also confirm you're on the right tab: a response to your own form is on Received; a response your account submitted to someone else's form is on Submitted.

Q: Why doesn't the number next to "Responses" match how many submissions the form has? A: The badge counts what matches your current filters and search, and the Received tab filters out drafts and declined responses by default. Click Filter, tick every status, and apply to see the true total.

Q: What does "Filled by" under a submitter mean? A: Submitter comes from the answers themselves — the name and email questions on the form. When the person who was signed in to Incenti while filling it in is someone else (an assistant filling it in for a colleague, say), their name appears underneath as Filled by name. It's absent for anonymous public submissions and whenever the two are the same person.

Q: What's the difference between Connect to Opportunity and Promote to Opportunity? A: Connect to Opportunity links the selection to an opportunity that already exists; Promote to Opportunity creates a new one (in a pipeline you pick) from the selection. Both appear only when none of your selected responses are connected yet.

Q: Can members who aren't admins accept or decline responses? A: Yes. Forms and responses have no admin-only actions — anyone with access to the Responses area can change a status, score, connect to an opportunity, or remove a response.

Q: Can I sort or filter the Submitted tab by status or score? A: You can filter Submitted by status (the same Filter Responses dialog, without the score or connection sections), but there's no score column or sorting there — score and CRM sync are the receiving account's workflow state and only show on the Received tab.