Fill Inbox
The Fill Inbox is your central hub for managing all form submissions. View open forms, review pending submissions, compare submitted values with current board data, and approve or reject changes before they are applied.
Forms Overview
The Forms Overview panel lists all forms that have been created across your board. Each form card shows:
- Item name — the monday.com item the form is attached to
- Form URL — the shareable link, with a copy button
- Submission count — total submissions received
- Pending count — submissions awaiting review (if approval is enabled)
- Status — one of Open, Expired, or Deleted
Click any form card to view its submissions or open the settings panel.
Viewing Submissions
When you select a form, you see a list of its submissions. Use the filter tabs to narrow the view:
Needs Review
Shows only submissions in a Pending state that require your approval. This is the default view when approval workflow is enabled.
Applied
Shows submissions that have been approved and written to the monday.com board — either automatically or by an admin.
All
Shows every submission regardless of status, including pending, applied, rejected, and failed entries.
Submission Cards
Each submission is shown as a card with the following information:
| Field | Description |
|---|---|
| Item name | The monday.com item the submission belongs to |
| Fields summary | A preview of the submitted field titles |
| Status badge | Pending, Success (applied), Rejected, or Failed |
| Submitted at | Timestamp of when the form was submitted |
| Applied by | Shows "Auto" if applied automatically, or the admin name if manually approved |
Reviewing a Submission
Click a pending submission to open the Item Comparison View. This provides a side-by-side comparison of the current values in the monday.com item versus the values submitted through the form.
Current Value
The value currently stored in the monday.com item column.
Submitted Value
The value the respondent entered in the form. Changes are highlighted so differences are immediately visible.
For already-applied submissions, the view shows only the submitted values (since they have already been written to the board).
Approve and Reject
From the comparison view, you have two actions for pending submissions:
Approve
Write the submitted values to the monday.com item. The submission status changes to Success and the board item is updated immediately.
Reject
Discard the submitted values. The submission status changes to Rejected and no changes are made to the board item.
Managing Forms from the Inbox
The Fill Inbox also provides a settings panel for each form, allowing you to manage forms without leaving the inbox:
- Update settings — change password, expiration date, or the "allow editing" toggle
- Regenerate link — generate a new form URL, instantly invalidating the old link
- Delete form — permanently remove the form with a confirmation dialog
Handling Deleted Items
If the monday.com item that a form is attached to has been deleted, the Fill Inbox reflects this with a Deleted status. Submissions for deleted items can still be viewed but can no longer be approved since the target item no longer exists on the board.