Reviewing submissions and AI review

The Submissions tab under Forms is the office's inbox for everything captured in the field.

Finding submissions

• View: — saved views of this list, with Save current view… and Manage views…. A view keeps the switch, the search, Form, Submitted by, the outcome chip and the date order. It leaves out Dates, so a view saved this week still makes sense next week. See Saved views.
• Switch between All, Forms and Inspections.
• Search submissions, then narrow with Dates, Form and Submitted by.
• The outcome chips are All, Awaiting, Approved, Rejected, Passed, Failed and AI flags. A chip only appears when at least one submission matches it.
• The columns are Form, Subject, Submitted by, Outcome, Status and Date. Click Date to sort. The subject names the record the form was filled against.
• The list ends with a pager: Rows per page 25, 50, 100 or 200.

The status tells you where each one stands: Recorded (record-only forms), Awaiting review, Approved, Rejected or Action needed. Inspections also carry Passed or Failed, and reviewed ones show AI: attention, AI: {n} to review or AI: clear.

The Awaiting review count at the top of Forms opens this tab filtered to Awaiting. Click it again to let go. A dashboard card can also open it pre-filtered, for example on failed inspections or AI flags. Pick All to clear that.

Reading a submission

A submission opens as a document with a rail beside it:

• The rail shows the score as a percentage on an inspection, who submitted it and when, Time taken, and Issues raised. Click an issue to jump to the question that failed, or open the issue.
• Also on lists the other records the form was linked to.
• The answers follow the form's sections, with each check's verdict, photos, signatures and "Location captured" stamps. Other files on record lists the registered evidence.
• Click a photo to open it full size, with zoom, and Download (in a browser) or Save (on a phone). Every photo on the submission comes with it, so you can move through an inspection's pictures without closing each one.
• Amended shows how many times the submitter changed it, and when.
• Corrected late appears when the office corrected it more than 7 days after it was submitted, or after it was reviewed. It says when, who made the correction, and the reason they gave. See Giving the office longer in Scheduling and filling in forms.

Approving, sending back and rejecting

For forms that need review, three decisions sit at the foot, each with an optional note:

• Approve: sign it off.
• Action: send it back as Action needed.
• Reject: refuse it.

The submitter is notified, and the review (who, when and the note) prints on the PDF. The buttons show for people with Manage forms. Recording the decision also needs Review submissions. Everyone who held Manage forms when that permission was introduced was given both, so for most workspaces there is no difference.

AI review

On Team plans and above, a submission can get an AI first pass before a person decides. Confidential responses are never reviewed. The reviewer works like a specialist for the form's record, a vehicle inspector for a walkaround or a works supervisor for a job sheet. It checks three things: the photos against what the worker declared, the answers against each other, and whether the record is complete enough to act on. Forms without photos are reviewed on their answers.

Findings appear under AI review on the submission:

• Each shows which check raised it (Photo, Answers or Completeness), its severity and confidence, the photo where there is one, and a red Mismatch chip with "Worker declared: {answer}" when it contradicts an answer.
• A high-severity, high-confidence finding marks the review Needs attention.
• A mismatch on a job, site, vehicle or piece of equipment drafts an issue. A finding about a person stays a finding. See The issue register and AI-flagged issues.
• Someone with Manage compliance decides each one: Confirm raises or keeps the issue, and shows "Confirmed · raised issue #{id}". Dismiss takes an optional Reason, and the AI takes past dismissals into account on later reviews.
• A clean review reads "No issues were found."
• If a review fails, it says "The AI review could not complete." with the reason, and a compliance manager can Run the review again.

Turning it on

By default, scored inspections that carry photos are reviewed. In a form's Form settings, AI review can be Workspace default, On for this form (photos or not) or Off for this form. What should the AI look for? passes your note to the reviewer word for word.

AI review settings in the Forms header shows the last 30 days' Reviews and Findings and this month's usage. It holds AI review on ("Off pauses every review, whatever a form says.") and Review inspections with photos. Reviews come out of a monthly allowance. Once it is used up, reviews carry on in fast mode until the allowance resets on the 1st, unless you buy a top-up. See AI allowance, usage and top-ups.

Baselines for vehicles and equipment

For vehicle and equipment checks, Set these photos as the baseline marks the current photos as the accepted condition, and later reviews compare against it: "Compared against the accepted baseline condition." A clean review moves the baseline on automatically. Baselines don't apply to other kinds of record.

Integrity flags

Apart from the AI, Maliru runs fixed checks that only reviewers see. The submitter never does. They appear as "Integrity: worth a look" or "Integrity: minor flags":

• "The same photo was attached to more than one item."
• "{n} photo(s) reused from an earlier submission."
• "Photo locations span {n} km."
• "Completed in {n}s — unusually fast for {n} photo(s)."

They aren't verdicts, just reasons to look before you approve.

Deleting submissions

People with Manage forms can tick rows and choose Delete. The warning says: "The records and their photos go for good. The audit trail is kept." Confidential responses, expenses and asset requests are always kept, and the result says how many were kept and why. A single submission also has Delete in its footer, where allowed.

Review in the context of a job

A job's Forms tab lists its submissions newest first, including forms linked to it. Click one to read it over the job, and close it to return to the same job. Fill a form starts a new capture against that job.

Protected records and share packs

Confidential responses need the sensitive-information permission even if you manage Forms. Expenses follow their own approval. See Confidential forms and reviewer fields and Expenses and reimbursements.

Forms returned through a share pack arrive here too. A recipient completing a pack doesn't approve a form that needs review, and guest submissions don't get AI review or raise issues automatically. See Pack templates, reminders and returned records.