Notify Contributors and Track Progress

🔐 Account type(s) with default permissions to manage this: Administrator; users with Forms management permissions

💻 Tier(s) this is available for: Foundation, Essential, Pro

Once your Forms Cycle is created, this article helps you keep it running smoothly — notifying educators, tracking progress, managing individual forms, and making corrections when needed.

• Notify and Remind
• Track Notification Attempts
• Track Form Progress
• Review and Manage Specific Forms

Notify and Remind Educators to Complete Forms

Email notifications are not sent automatically when a Forms Cycle is generated. This gives you greater control over when educators are notified. Use the Notify / Remind action to send emails manually at the right time.

Only educators with active Ellevation accounts will receive a notification email. Educators with inactive accounts will receive an invitation to activate their account instead.

Send Reminders to Multiple Educators at Once

1. From the cycle detail page, click into any of the Not Started, In Progress, or Done buckets. (The Notify / Remind action is only available for unsubmitted forms.)
2. Select students:
   • To select all students, click the checkbox next to Student, then click Select all students that meet this search across pages.
   • To select specific students, click the checkboxes next to individual names.
3. Click Actions and select Notify / Remind from the dropdown menu.
4. Optionally, add a message with instructions or further details.
5. Click Send Email. Optionally, click Send test email to preview the message yourself first.

Educators assigned to the selected forms will receive an email reminder to complete their forms.

Send a Reminder for a Single Form

1. From the cycle detail page, click the ⋮ icon to the right of an individual student's form.
2. Select Notify / Remind from the menu.
3. Click Send Email. Optionally, click Send test email to preview the message yourself first.

The educator assigned to that form will receive an email reminder.

📝 A sample Notify / Remind email. Final appearance may vary slightly from what is shown here.

Track Notification and Contact Attempts

You can track whether — and how often — a matched contributor has been contacted through the Notify / Remind feature. This helps you stay on top of who still needs a nudge.

To get a quick overview, check the Notification column in the cycle bird's-eye view to see which contributors have been contacted.

📝 The Notification column in the cycle bird's-eye view shows whether a contributor has been contacted.

Review Detailed Contact Attempts for a Single Form

Contact attempt history can only be reviewed one form at a time.

1. Click the ⋮ icon to the right of an individual student's form.
2. Select View Contact Attempts from the menu.
3. The View Contact Attempts popup will show a chronological list of all previous attempts to contact the contributor.
   • If a contributor has been removed from the form, their prior contact attempts will no longer appear in the list.
   • If a contributor's information has been aliased, the updated information will display.

📝 Opening the View Contact Attempts popup from the form's action menu.

If no notifications or reminders have been sent to a contributor, the popup will display a "No Contact Attempts" message.

📝 The No Contact Attempts message appears when a contributor has not yet been notified.

💡 Quick Tip

Use the Notification filter on the right side of the cycle page to quickly surface contributors who have — or have not — been contacted. This filter only shows forms with at least one matched contributor who meets the filter criteria; forms with unmatched contributors will not appear in the results.

📝 The Notification filter helps you identify which contributors still need to be notified.

Track Forms Progress

Once a cycle is Live, you can monitor submission progress at any time from the cycle detail page.

1. Select Forms from the Ellevation top navigation.
2. Click the Cycle Name you want to review.
3. Review the progress buckets to see how many forms have been submitted, are in progress, or have not yet been started.

📝 The four progress buckets give a quick count of where forms stand across the cycle.

Forms are organized into four clickable buckets to help manage compliance workflows and monitor form status.

📝 Reference guide for the four cycle progress buckets and what each status means.

Forms are filled out and completed in the Not Started, In Progress, and Done buckets. To learn more about how contributors complete forms, visit the Complete Forms article.

Review and Manage Specific Forms

Use the Filters panel on the left side of the cycle page to narrow the list of forms to specific criteria — this works the same way as filters in the Student List. For more information on filtering, see Filter in the Student List.

📝 The Filters panel on the cycle page lets you narrow forms by contributor, role, grade level, school, and more.

Filter by Contributor Name

Filtering by Contributor Name lets you:

• Find any unmatched forms
• Find forms assigned to a specific contributor
• Identify specific contributors who need to sign forms
• Send reminders to specific contributors

Filter by Contributor Role

Filtering by Contributor Role lets you:

• View all forms assigned to a specific role
• Send reminders to an entire role group
• Review submitted forms for a specific role

You can also filter by student population criteria — such as grade level or school — to manage, complete, and review forms across specific groups.

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Sort the Forms List

Use the Sorting button to view forms in ascending or descending order by:

• Student name
• Grade level
• School
• Date created
• Date submitted
• Contributor Name
• Contributor Role

📝 The Sorting dropdown lets you reorder the forms list by student, contributor, date, and more.

To change the sort order:

1. Click the Sorting button.
2. Select the field you want to sort by from the dropdown list.
3. Select ↓AZ (ascending) or ↑AZ (descending) order.

💡 Quick Tip

Your sort configuration is not permanent — it will reset to the default (by student name, ascending) when you leave and return to the page.