Leadline DocsIncomplete Submissions
Overview
This document covers everything you need to know about Incomplete Submissions in Leadline — how they are created, why they exist, and how they become Complete Submissions.
→ See 112 - Submissions for full product knowledge on Submissions including the relationship between Complete and Incomplete Submissions.
What are Incomplete Submissions?
→ See 112 - Submissions for the base definition of Incomplete Submissions and how they relate to Complete Submissions.
How are Incomplete Submissions Created?
Incomplete Submissions are created in two ways:
By a candidate — the candidate provides their contact information during the opt-in process but does not submit their responses to the Application Form.
By a user — a user manually adds a Submission to a Position on a candidate's behalf. All manually added Submissions are created as Incomplete by default.
→ See 702 - Manually-Add-Submission for instructions on manually adding Submissions to a Position.
Why Do Incomplete Submissions Exist?
Incomplete Submissions exist to capture interest from candidates who begin the application process but never follow through with submitting their responses. They provide hiring teams with an opportunity to re-engage candidates who have shown interest in a Position but have not yet completed their application.
→ See 113 - Workflows for more information on how to configure automations to re-engage candidates with Incomplete Submissions.
When are Incomplete Submissions Created?
Incomplete Submissions are created at two specific points:
During the candidate application process — the moment a candidate clicks "Next" after completing the opt-in modal, an Incomplete Submission is created regardless of whether they continue to the Application Form.
When a Submission is manually added — the moment a user adds a Submission to a Position via the Add Submission modal, it is created as Incomplete.
→ See 106 - Channel-Tracking-Links for more information on how candidates access Positions and begin the application process.
→ See 702 - Manually-Add-Submission for instructions on manually adding Submissions.
When Do Incomplete Submissions Become Complete Submissions?
An Incomplete Submission becomes a Complete Submission once the Application Form responses are submitted — either by the candidate directly or by a user completing the Submission on the candidate's behalf. Once completed, a Lead Score is generated.
Candidates can complete an Incomplete Submission at any time and from any Workflow stage — there is no restriction on when a Submission can be completed.
→ See 705 - Complete-Submission for instructions on completing an Incomplete Submission on a candidate's behalf.
Who Creates Incomplete Submissions?
Incomplete Submissions are created by:
- Candidates — via the application process when they complete the opt-in modal but do not submit their Application Form responses
- Users — via the Add Submission modal when manually adding a Submission to a Position
Who Can See Incomplete Submissions?
Incomplete Submissions follow the same visibility rules as Complete Submissions. A user can see an Incomplete Submission if they have access to the Position it belongs to — either through their assigned Workflow or by being listed as a Collaborator on that Position. Admin status alone does not determine visibility.
→ See 111 - Positions for more information on Collaborator access.
→ See 113 - Workflows for more information on how Workflow assignment determines Position access.
Do Incomplete Submissions Trigger Workflow Automations?
Yes. Workflow automations can be configured to trigger for Incomplete Submissions — for example, sending a reminder to a candidate a set period of time after an Incomplete Submission is created. No automation is assigned by default.
If the candidate completes their Submission while an automation is pending, the candidate will be automatically unenrolled from the Incomplete Submission automation and enrolled in the next Workflow stage's automation if one exists.
→ See 113 - Workflows for more information on configuring automations for Incomplete Submissions.
→ See 1008 - Configure-SMS-Text-Message-Flow-Automation for instructions on how to set up automated SMS Texts to remind candidates to finish their application form.
→ See 1007 - Configure-Email-Automation for instructions on how to set up automated Emails to remind candidates to finish their application form.
Do Incomplete Submissions Affect Reporting?
Yes. Incomplete Submissions are included in reporting but are reported on separately from Complete Submissions. This ensures that Incomplete Submissions do not skew the data associated with Complete Submissions.
→ See 116 - Reporting for more information on how Incomplete Submissions are reported on.
Can Incomplete Submissions be Deleted?
Yes. Incomplete Submissions can be deleted by users with the appropriate permissions. The deletion process is the same as deleting a Complete Submission.
→ See 124 - User-Roles for more information on permissions.
→ See 706 - Delete-Submission for instructions on how to delete a Submission.
Can Incomplete Submissions be Archived?
Yes. Incomplete Submissions can be archived by users with the appropriate permissions. The archival process is the same as archiving a Complete Submission.
→ See 124 - User-Roles for more information on permissions.
→ See 708 - Archive-Submission for instructions on how to archive a Submission.
How Long Do Incomplete Submissions Remain in the System?
Incomplete Submissions are retained indefinitely. They are never automatically deleted — they remain in the system until a user with the appropriate permissions manually deletes them.
→ See 706 - Delete-Submission for instructions on how to delete a Submission.
→ See 124 - User-Roles for more information on permissions.
Can You Send Reminders to Candidates to Complete Their Incomplete Submissions?
Yes. Users can send reminder emails to candidates at any time prompting them to complete their Incomplete Submission.
→ See 705 - Complete-Submission for instructions on how to send reminders to candidates.
What Happens if a Candidate Applies Again via a Channel Tracking Link Using a Different Email or Phone Number?
If a candidate applies via a Channel Tracking Link using a different email address or phone number than the one captured on their existing Incomplete Submission, Leadline will treat them as a new candidate and create a new record in the CRM. The existing Incomplete Submission will not be updated.
To avoid this, use the "Send Reminder" button to send the candidate their unique authentication token link — this bypasses the registration screen entirely so the candidate's existing metadata is preserved and the correct Incomplete Submission is completed.
→ See 105 - Candidates for more information on candidate records in Leadline.
Related Topics
112 - Submissions — Full product knowledge for Submissions including the base definition of Incomplete Submissions 111 - Positions — Understand how Submissions connect to Positions and Collaborator access 106 - Channel-Tracking-Links — Understand how candidates access Positions and begin the application process 113 - Workflows — Learn how to configure automations for Incomplete Submissions and how Workflow assignment determines visibility 116 - Reporting — Learn how Incomplete Submissions are reported on separately from Complete Submissions 124 - User-Roles — Learn about user permissions for deleting and archiving Incomplete Submissions 101 - Platform-Links — Direct link to the Positions page and Submissions tab 702 - Manually-Add-Submission — Instructions for manually adding Submissions to a Position 705 - Complete-Submission — Instructions for completing an Incomplete Submission on a candidate's behalf 706 - Delete-Submission — Instructions for deleting a Submission 708 - Archive-Submission — Instructions for archiving a Submission 1007 - Configure-Email-Automation — Instructions for configuring automated Emails to be sent to candidates via Workflow automations for Incomplete Submissions 1008 - Configure-SMS-Text-Message-Flow-Automation — Instructions for configuring automated SMS Texts to be sent to candidates via Workflow automations for Incomplete Submissions