Use this article when a submission does not appear in a space’s search results, or when its status, status reason, or count does not match what you set. It covers the Submissions Overview page for a space and the Submission 360 page for a single submission.
Match What You See
| What you see | Likely cause |
|---|---|
| A submission does not appear in search results after you search by name, status, or another filter | Cause 1 |
| A submission you are sure existed cannot be found anywhere in the space | Cause 2 |
| A submission that mirrors a record from another Rhythm application does not appear in the space | Cause 3 |
Selecting the Approved Submissions count shows submissions with a status of Submitted | Cause 4 |
A submission's Status Reason: looks wrong, blank, or out of date after you renamed or removed a reason | Cause 5 |
| A file attached to a submission will not download | Cause 6 |
A submission's recorded time looks wrong, such as showing 12:00 AM | Cause 7 |
1. The Search Panel Does Not Apply Its Filters
Open the space, then open its Submissions page. The search panel shows ten filters: Name:, Date:, Review Round:, Review Bucket:, Average Score:, Total Score:, Overall Recommendation:, Status:, Status Reason:, and ID:. These filters do not change the results. When you choose Search, the page requests the space’s submissions without filters, so you see the same first page no matter what you type, select, sort, or page through.
Check. Compare the All Submissions count at the top of the page with the number of submissions you expected to review. If the space has more submissions than fit on one page, a red banner above the table warns you that you are seeing only partial results. The page does not give you a way to reach the rest.
Fix. Right now, you cannot narrow this list from the search panel or move past the first response. To find a submission reliably by name, date, status, or another field, use a query for the space instead of this search box.
Tip
The two clickable count tiles in cause 4 open a real, filtered query, but the Approved Submissions tile does not open the list you would expect.
A record’s visibility on one screen, such as a related contact’s or space’s one-click view, does not mean it will appear in every query built against it. If a query leaves out a record you can otherwise see, review the query’s filters before assuming the record does not exist. If a field you search or query by used to read Review Status and now reads Submission Status, that is only a label change in the search and query tools. It is not a different field, and it is separate from the review status a team administrator can set for a submission in the Portal.
2. It Was Deleted
A staff member with delete permission can delete a Portal-form submission from its Submission 360 page by selecting Delete Submission. The confirmation says You are deleting this submission. This operation cannot be undone., and after the staff member confirms, a toast says Submission was deleted successfully. You cannot restore a deleted submission from the Console.
A mirrored submission reflects a record from another Rhythm application, so its Submission 360 page does not have a Delete Submission button. Instead, the Console shows one button that opens the source record in its own application.
Check. If the submission is truly gone and not just difficult to find because of cause 1, ask whether someone with access to the space deleted it recently.
Fix. You cannot recover a deleted Portal-form submission from the Console. To confirm what happened and who did it, see Audit History: What Is Recorded and How to View It. Submission deletions are recorded the same way deletions are recorded in every application.
3. It Comes from Another Application
A submission’s origin is set when the submission is created. It can come from a Portal form, or it can mirror a record from Certifications, Membership, Events, Awards, or Accreditation. A space’s mirroring setup controls whether a record from another application should mirror into that space, and when it should appear. This article does not cover that setup; see the related articles below for what a mirrored submission is and which records a space receives.
Check. If you can, open the source record in its own application to confirm that it is the kind of record this space is meant to collect.
Fix. If the record should mirror into the space and does not, contact Support using the guidance below. Include the source record’s application, type, and identifier.
4. The Approved Submissions Count Opens the Wrong List
The four tiles at the top of a space’s Submissions page count submissions by status: Submissions in Progress, Approved Submissions, Declined Submissions, and All Submissions. Submissions in Progress counts submissions with status Submitted; Approved Submissions counts status Approved; Declined Submissions counts status Declined; and All Submissions counts every submission, regardless of status.
Selecting the Submissions in Progress number opens a query of submissions with status Submitted, as expected. Selecting the Approved Submissions number opens that same query, so you see submissions with status Submitted instead of Approved. Declined Submissions and All Submissions are not links.
Check. If the submission’s own Status: field on its Submission 360 page says Approved, the record itself is correct. Only the tile’s drill-down list is showing the wrong group of submissions.
Fix. You cannot open a query of approved submissions directly from this tile today. Open the submission itself to confirm its status, or run your own query for status Approved if you need a list.
Tip
If a query built from abstract review-status fields does not reliably show which submissions are approved, try a query on Submission → Submission using the Submission Status output field instead. It lines up with what the Portal shows, and it has been a more reliable way to confirm approved submissions when an abstract-based review-status query is inconsistent.
5. A Status Reason Has Not Caught Up
On the Submission 360 page, Status: always shows the submission’s current saved value. Status Reason: appears only when a reason is set, and it looks up the reason by name through a search index instead of reading it directly from the submission record.
Check. If you or another administrator recently renamed or removed a status reason, a submission that already used it may briefly show the old name or show nothing. This does not mean the submission’s status is wrong; only the reason’s display name is behind.
Fix. Wait a short while, then reload the submission. If the name still looks wrong after that, contact Support.
6. A File Attached to a Submission Will Not Download
Check. Selecting a file attached to a submission can fail with a storage error, as if the file does not exist, even though the submission itself is fine. In some cases, an uploaded file is stored without its original file extension, which is enough to make the download fail.
A document’s download link can also expire. If you open a submission and wait a while before selecting the download link, the link itself may no longer be valid, and you see an error rather than a missing file.
Fix. If the download link has been open on your screen for a while, reload the submission and try the download again with a fresh link. If the file still will not download, contact Support with the submission’s name or number and the file name. They can check whether the stored file is missing its extension.
7. A Submission's Displayed Time Looks Wrong
Check. A submission’s recorded time can display incorrectly in both the Console’s Submission 360 page and the Portal, including showing 12:00 AM regardless of when it was actually submitted.
Fix. The displayed time is separate from the record of what actually happened. If you need the accurate submission time, check the submission’s audit history; the audit log’s timestamp has remained accurate even when the time shown on the record itself was wrong. See Audit History: What Is Recorded and How to View It. If the displayed time is important for your own tracking and does not correct itself, contact Support.
When to Contact Support
Contact Support if a submission still cannot be found after you check the All Submissions total and confirm it was not deleted. Also contact Support if a mirrored record you expected is not appearing in a space, or if a status or status reason still looks wrong after you give it time to catch up. Contact Support as well if a submission’s own Submission 360 page loads but shows none of its submission fields. Note any error you see in your browser when this happens, since that detail can help identify the cause. Include:
- the space’s name and the submission’s name or number, if you have it;
- what you searched for and what came back;
- for a status question, the exact status and status reason you expected versus what you saw, and when you last changed it;
- for a mirroring question, the source application, record type, and identifier.