The Requests page
Follow every request you sent, by hand or from a workflow. Requests in the sidebar lists every request in the workspace, and each form's Requests tab lists that form's.
The list
Click Requests in the sidebar. Each row shows the recipient, the form, and where the request stands, such as “Not opened · sent 2 hr. ago”. Click a row to open the request beside the list, and press ↑ or ↓ to move between rows. On a narrow screen the request opens on its own page.
| You see | It means |
|---|---|
| Not opened | The link has never been opened. The detail line shows reminders sent, or how soon it expires. |
| Opened | They opened the link but have not answered anything yet. |
| In progress | They have started answering. The detail line shows how many questions are answered. |
| Completed / Expired / Canceled | The request has ended, on the date shown. A completed request cannot be answered again. An expired or canceled one is deleted 30 days after it ended. |
| Callback failed | A red badge: the request ended, but the workflow waiting for it could not be told. See below. |
| Test | A grey badge: a test request, so nothing was emailed and its answers count nowhere. |
Search finds a recipient’s name or email, or your external id.
Sort by Created, Last activity, or Name.
Filter by status, outcome, form, send, or Callback failed. Tick Show test requests to see test requests.
The requests of one bulk send are grouped under one heading. Click it to see only that send.
One form’s requests
Open a published form and pick the Requests tab at the top. The list works like the Requests page, for this form only.
The Overview strip
The Overview strip shows six figures for the requests created in the chosen period, the last 30 days by default. Click its header to fold it. It works on every plan.
| Figure | What it means |
|---|---|
| Pending | Requests sent and not answered yet. Test requests are left out. |
| Completed | The share of requests created in the range that were completed, with "X of Y" beneath it. |
| Time to complete | Median time between creating a request and the recipient completing it. |
| Time to open | Median time between creating a request and the recipient first opening its link. |
| Invitations sent | Invitation emails sent, out of the requests set to be emailed. It does not confirm they reached the inbox. |
| Expired or canceled | Requests that expired, or were canceled, before the recipient completed them. |
One request in detail
Each request has its own address, so you can bookmark it or share it with a colleague. The heading shows the recipient, where the request stands, their email, the language, who sent it and when, and when it expires.
Answers
Every field of the form, with its field key and answer. Prefilled marks values you sent, and a lock marks the ones the recipient could not change. While the request is pending, you see what you prefilled and Not answered yet for the rest. On Pro and Business, you also see the answers the recipient has saved so far.
AI Validation results show after the answers they checked: Passed, Needs review with a reason, or Not checked. Translate shows a completed request’s answers in your workspace language.
Form, timeline and callback
Beside the answers, Preview shows the form as the recipient sees it, Go to form opens the form’s page, and Download saves a completed request as a PDF. The timeline lists everything that happened, newest first, with failures in red. Email and callback entries leave the timeline after 30 days, while created, opened and completed stay. If a workflow is waiting on the request, the Callback section shows whether it was told.
What you can do
Send reminder emails a pending request’s recipient now, on Pro and Business. The reminder schedule carries on as before.
Cancel request, in the ⋯ menu, withdraws a pending request. The link stops working, and a waiting workflow is told.
Copy link copies the recipient’s link, so you can send it another way.
Delete request, in the ⋯ menu, erases the request. See below.
When a workflow is waiting
A request sent by Zapier, Make, n8n, an AI agent or your own code can ask to be told when it ends. When the recipient submits, or the request expires or is canceled, Formstep sends the outcome and the answers to that workflow. This message is the callback, and the request’s Callback section shows whether it arrived.
If the workflow could not be reached, Formstep keeps trying for a few hours. If it still fails, the request gets a Callback failed badge and the workspace owner gets an email. Once the workflow is fixed, click Replay to send it again. Developers: see Request callbacks.
Deleting a request
Deleting cannot be undone. It removes the request with its answers, files, documents, and history. The link stops working, and no callback is sent. Use it when a recipient asks you to erase their data. To stop a request and tell your workflow, cancel it instead.
Formstep also deletes requests on its own: an expired or canceled request without answers 30 days after it ended, and ended requests once the form’s retention window passes.