Summary
The Submissions tab (Arabic: عمليات الإرسال) of a service in the RAY admin portal lists every submission of that service’s forms. Staff use it to follow up requests: each submission moves from Open to Acknowledged to Completed, or is Cancelled, and can be Reopened. The tab also shows summary cards, lets staff create a submission on someone’s behalf, and exports the list. Both Admin and Operator roles for the service see the Submissions tab. See Services.Where to find service submissions
- Menu: Services →
<service name>. The service opens on the Submissions tab. - Clicking a submission opens its detail page. See Submission details.
Submission summary cards
Above the list, three cards summarize the service:
Clicking a value in a card filters the list. Users who can see Analytics and Insights also get a
link from the cards to the service’s analytics.
Submissions list columns
The list refreshes automatically every minute.
Submission states
In some services the Status is shown without a menu, and the state cannot be changed from the
portal.
How to change the state of a submission
- Open Services →
<service name>. - Click the submission’s Status and choose the action, for example Acknowledge.
- For Complete, confirm in the “Complete
<submission title>” dialog. - For Cancel, enter the Cancellation Reason (“Please provide a reason”) and click Cancel. Keep closes the dialog without cancelling.
How to set a form’s own status on a submission
A submission must be Acknowledged first. Then click its Status and choose one of the form’s own statuses, for example “Technician assigned”. The Status column then shows that status. The form’s own statuses are set up in the form settings; see Service categories and forms.How to update several submissions at once
- Tick the submissions in the list.
- Open Bulk actions and choose Acknowledge, Cancel, Complete, Reopen or Open.
- Confirm. Cancel asks for one Cancellation Reason for all the selected submissions (“Cancel Submissions”); Complete asks for confirmation (“Complete Submissions”).
Filtering submissions
Quick filters above the list: Pending Company Approval, Open, Acknowledged (with Filter by state and All acknowledged for the form’s own statuses), Completed, Reopened, Cancelled and Unread Comments. Several can be combined. More filters are available: Users, Companies, a text search, Categories, Created at Date Range, Last Modified Date Range, Completed Date Range, Status (the form’s own statuses), State (the states listed above), unread comments, and Invoice Status (Draft, Awaiting Approval, Rejected, Unpaid, Partially Paid, Paid). The list can also be narrowed by user and unit.How to export submissions
Click Export above the list. The export uses the current filters (categories, date ranges, search, state and status). The portal shows a confirmation message once the export has been requested.How to download one submission
Click Download on the submission’s row, or Download on its detail page. The portal opens a copy of the submission in a new browser tab.How to create a submission on behalf of someone
Staff can submit a form for a tenant, for example after a phone call.- Open Services →
<service name>. - Click Create. In portals that use companies, Create opens a menu: choose Create on behalf of personal for a person or Create on behalf of company for a company.
- In the first step, choose Select by (by user or by unit), then the User and Unit (and the Company for a company submission), the Category and the Form. Click Next.
- In the second step, enter the Submission Title if asked, and answer the form’s questions.
- Click Save. Back returns to the first step.
Common questions about service submissions
How do I see only the requests that still need action?
Use the Open and Reopened quick filters, or click a value in the Pending Submissions card.How do I find requests where the tenant replied?
Use the Unread Comments quick filter or the Unread Comments card.Why can’t I change the status of a submission?
Either the service does not allow status changes from the portal (the Status has no menu), or the action is not possible in the current state. For example, a Completed submission can only be reopened.Why is Complete not offered for an Open submission?
A submission must be Acknowledged before it can be completed. Choose Acknowledge first, then Complete.Can I reopen a cancelled request?
Yes. Click the submission’s Status and choose Reopen. Its state becomes Reopened.Related pages
- Submission details: one submission’s page, comments, invoices and people.
- Service categories and forms: the form’s own statuses and default viewers, assignees and managers.
- Services: how services are organized and who can access them.