Listing submissions
Purpose
The Submissions screen is the central inventory of every submission you can see. It is where you go to:
- Continue editing a draft.
- Pick up a submission for review.
- Finalize an approved submission.
- View a locked submission.
- Generate a report from one or many locked submissions.
Who sees what
| Role | Submissions visible |
|---|---|
| Submitter | Submissions for your entity. |
| Reviewer | Submissions for your entity. |
| Administrator | All submissions across all entities. |
| User | All submissions, read-only. |
Layout
The screen has, top to bottom:
- A Filters card with three filters and a Clear Filters button.
- (Administrators only) A bulk actions toolbar that appears when you select rows.
- A table of submissions with one row per submission.
- Pagination controls below the table.
Filtering
Use the filter card to narrow the list:
- Status — Draft, Uploaded, Validating, Validation Failed, Validated, Saved, In Review, Rejected by Reviewer, Approved by Reviewer, Rejected by Admin, Approved, Rejected, Submitted, Locked.
- Entity Type — MDA, Donor, NGO, County (the available list depends on configured entities).
- Reporting Period — free text, e.g.
2025 - 2026.
Filters apply immediately. Click Clear Filters to reset.
Reading a row
Each row shows:
| Column | Meaning |
|---|---|
| ID | Internal numeric identifier of the submission. |
| Entity Name | The reporting entity (an MDA, NGO, etc.). |
| Entity Type | Category of the entity. |
| Reporting Period | Reporting period of the submission. |
| Status | Coloured badge — see lifecycle in Submit Data overview. |
| Created At | When the submission was first created. |
| Submitted At | When it was submitted for review (blank if not yet). |
| Actions | Buttons relevant to your role and the submission status. |
Status colours
- Green — Locked, Validated, Approved, Submitted (success).
- Blue — Uploaded, Saved (in progress).
- Yellow — In Review, Approved by Reviewer (waiting on someone else).
- Red — Validation Failed, Rejected by Reviewer, Rejected by Admin, Rejected.
- Grey — Draft.
- Outline — Validating (work in progress).
Action buttons
The actions visible per row depend on status and role.
| Button | When you see it | What it does |
|---|---|---|
| Continue Editing | Submitter/Reviewer on own entity, status is editable | Opens the submission in Submit Data on the right step. |
| Review | Reviewer on own entity (status In Review) or Admin (Approved by Reviewer) | Opens the submission in review mode. |
| Finalize | Administrator (status Approved) | Opens the submission for the final lock action. |
| View | Anyone, status Locked | Opens the read-only View Submission screen. |
| Generate Report | Administrator, status Locked | Opens the Generate Report flow for this submission. |
Bulk report generation (administrators)
- Tick the checkbox in the rows you want to include. Only Locked submissions are selectable.
- The bulk actions toolbar appears at the top with the count.
- Click Generate Report (N) to build a single report combining all selected submissions.
Click Clear Selection to deselect.
Pagination
KCFIS shows 20 submissions per page. Use Previous and Next at the bottom right. The line "Showing X to Y of N submissions" tells you where you are.
Empty state
If there are no submissions yet (and no filter is active), KCFIS shows a friendly empty card with a Create New Submission button. Click it to open Submit Data.