# Inbox

Every submission from the forms on your site lands in **Inbox** → **Inbox**. Each one gets a number (for example `INQ-0042`), keeps the questions as the visitor saw them, and can be followed up with a status, notes, an email reply and a link to a contact.

## The inbox list

The header shows how many submissions are **New**, for example **3 new**. The table lists the most recent submissions first:

| Column | Description |
| --- | --- |
| Number | The submission number, for example `INQ-0042`. |
| Form | The form it was sent with. |
| From | The visitor's name and email address (**No name** when the form did not ask for one). |
| Status | **New**, **Open**, **Done** or **Spam**. |
| Received | When it arrived. |

Submissions you have not opened yet are shown in bold (**Unread**). Click a row to open it (Ctrl/Cmd-click opens it in a new tab).

Filter the list with:

- the search box, **Search name, email or number**;
- the **Form** filter button (type to search when you have many forms);
- **Status**: tick the statuses to show. By default the inbox shows **New**, **Open** and **Done** and hides **Spam**.

**Reset** brings back the default view. Your filters stay in the address bar, so going back from a submission returns to the same list. See [Working with lists](/docs/getting-started/index#working-with-lists).

## Statuses

| Status | Use it for |
| --- | --- |
| **New** | Every submission starts here. The bell and the **new** count in the header count these. |
| **Open** | You are working on it. |
| **Done** | Handled. |
| **Spam** | Junk. Hidden from the inbox unless you tick **Spam** in the **Status** filter. |

Opening a submission marks it as read but does not change its status. Change it with the status menu (**Change status**) at the top of the submission.

## A submission

The submission page shows:

- **Answers**: every question the visitor answered, grouped by step, with the labels of the version they answered and in your default language. Choices show their option labels; a consent box shows **Agreed**. Uploaded files are listed under their question (see [Files](#files)). Questions that were hidden for this visitor are not there, and neither are questions added to the form later.
- **Details**: the visitor's name, email (a link that opens your mail program) and phone; the **Page** the form was on, the **Referrer**, the **Campaign** values and the **Browser**, when the site sent them; and the **Form**, its **Version**, when it was **Received** and the visitor's **Language**.
- **Contact**: the contact this submission is linked to, see below.
- **Notes**: internal notes for your team.

An **Address** answer is shown on one line. When the question has a service area and the address is outside it, the line ends with the distance, for example "12.5 km, outside service area".

The visitor's IP address is never stored.

### Files

Files the visitor uploaded with a **File upload** question are listed under that question with an image or PDF icon, the file name and the size. Click a file to open it in a new tab. The link is created when you click and works for 5 minutes, so click again later rather than sharing it. If a file cannot be opened, "Could not open this file. Try again." appears below it.

Files from forms are private: they are not in your media library and have no public address.

### Reply by email

**Reply by email** opens a new email to the visitor in your mail program, with the subject `Re: {form} {number}`. When the visitor left no email address, the button is disabled ("This submission has no email address to reply to.").

### Notes

Type in **Add a note** and click **Add note**. Notes are internal: the visitor never sees them. Each note shows who wrote it and when; a note by someone who has left the team shows **Former member**. A note can be up to 5000 characters.

### Link to a contact

When the visitor's email address matches exactly one of your [contacts](/docs/customers/index), the submission is linked to that contact automatically. Borkol never creates contacts on its own.

Otherwise the **Contact** card says "Not linked to a contact yet." and offers **Create contact**: a dialog filled in with the visitor's name, email and phone creates a person contact and links it to the submission. If a contact with that email already exists, the dialog says so ("A contact with this email already exists: ...") and offers **Link existing contact** instead. When your workspace has required [custom fields on contacts](/docs/customers/custom-fields), the dialog cannot fill them in: it says "This workspace requires extra contact fields. Create the contact from Contacts > New contact." with an **Open new contact** button, so create the contact there and link it with **Link existing contact**.

A linked submission shows the contact's name; click it to open the contact. On the contact's page, the **Submissions** card lists every form submission from that contact (number, form, status, date) and links to each.

### Mail errors

When the email to your team or the confirmation to the visitor could not be sent, a banner at the top of the submission says so, for example "A mail for this submission could not be sent", with which mail failed (**Notification to your team** or **Confirmation to the visitor**) and the reason. The submission itself is always stored. Check the mail account under **Settings** → **Email** (see [Email accounts](/docs/workspace/email)).

### Delete a submission

**Delete** asks **Delete this submission?** first. The submission leaves the inbox at once and is erased for good, notes and files included, after 30 days.

## Notifications

Besides the notification email (see [Notifications](/docs/forms/index#notifications)), every new submission appears in the notifications bell in the bar above the page: "New submission INQ-0042 on Quote request". Click it to open the submission.

## Webhooks

Your developer can be told about every new submission and every published form version through webhooks: **Settings** → **Webhooks** offers `form_submission.created` and `form.published` (see [Webhooks](/docs/workspace/webhooks)). The webhook carries the number, form, name and email, never the answers.