> ## Knowledge Base Index
> Fetch the complete knowledge base index at: https://help.usecollect.com/sitemap.xml
> Use this file to discover available pages before exploring further.
> Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash).

# 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.
   
![](https://storage.crisp.chat/users/helpdesk/website/-/b/7/9/2/b792c5fa3ea2e00/view-doc_qm8k3n.jpg)

* 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.
    
![](https://storage.crisp.chat/users/helpdesk/website/-/b/7/9/2/b792c5fa3ea2e00/review-modal_1tphq8d.jpg)

* 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:

![](https://storage.crisp.chat/users/helpdesk/website/-/b/7/9/2/b792c5fa3ea2e00/notify-contact_hwbfbx.jpg)

* **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."  

![](https://storage.crisp.chat/users/helpdesk/website/-/b/7/9/2/b792c5fa3ea2e00/responses-status_x4gnpu.jpg)

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.