How validation works

In Collect, customers interact with your portal by uploading documents, filling out forms, or completing to-do list actions. To ensure everything is submitted correctly, you can validate each item—marking it as approved, rejected, or pending review.

This article explains how validation works, how to review different types of submissions, and how to manage communication with customers during the process.

What is validation?

Validation is the process of reviewing submitted items and updating their status to reflect their review state. Each item can be marked as:

• Pending – the customer hasn’t submitted the item yet
• Waiting for validation – the item was submitted and needs review
• Approved – you’ve reviewed and accepted the item
• Rejected – you’ve reviewed and declined the item, with a reason

These statuses help you track progress and clearly communicate with your customers.

How to validate a submission

Step 1: Open the campaign

• From the left sidebar, go to your campaign dashboard.
• Select the relevant request from the list.

Step 2: Go to the Responses tab

• Open the Responses tab to view all submitted items for that request.
• Form responses are shown directly on the page.
• Uploaded files are shown as clickable links.

Step 3: Review forms and documents

For form responses:

• Read the answers directly on the screen—no extra clicks needed.
• To update the validation status, use the dropdown on the right side of the response item.

For documents and files:

• Click the file icon to download, or on the "view" icon to open the review mode.
  
  

• Click Actions (top right of the request page) and select Review to launch the file viewer.
• In review mode, PDFs and image files open directly in Collect.
  
  

• Use the right sidebar in review mode to set the status:
  - Approved
  - Rejected (with reason)
  - Waiting for validation

Rejecting a submission

If you reject a form or document:

• Enter a rejection reason in the provided text field.
• Click Reject to confirm.
• The rejection reason will appear in the customer portal to help them correct and resubmit.

Notifying the customer

After you approve or reject an item, you’ll be prompted with notification options:

• Yes, notify – sends the default notification (configured in your campaign settings or in the branding)
• Custom message – lets you write your own note
• Don’t notify – skips customer notification

What customers see

• Approved items are marked with a green check
• Rejected items are marked with a red cross and display your rejection reason
• These indicators help customers know what was accepted and what still needs their attention

Additional options

Hide validated items from the customer portal

To simplify the customer experience:

1. In the Responses tab, click Actions (top right).
2. Select Hide validated items on portal to hide reviewed items from customer view.

View response status summary

On the campaign dashboard, you’ll see a status pie chart next to "Request status."

Click the pie chart to view:

• Total number of responses
• Count of items by validation status

This gives you a quick overview of campaign progress.

Summary

Validation in Collect helps you maintain submission quality and clearly communicate with customers. Whether you're reviewing answers inline or using review mode for files, you can quickly update statuses and decide when and how to notify recipients.

Updated on: 09/05/2025