Live Forms v5.1 is no longer supported. Click here for information about upgrading to our latest GA Release.

Skip to end of metadata
Go to start of metadata

Each flow property setting is described below.

On This Page:

 

Flow Name

This is the name you see on the Flows home page where your flows are listed. We recommend changing the name to make it more meaningful than the arbitrary name assigned when you create it, but keep in mind it is a working name only, so users will not see it.

Element Name

There is a now a flow property called Element Name. By default, this is set to form for newly created forms as well as flows. The root element name of the from-scratch document is determined by what you put in here. It needs to be a valid XML element name. The designer can now change the name of the flow without impacting the element name.

Flow schema and the Submission xml document show the element name. When the flow name is updated, and 'Element Name' is kept the same, the previous submissions can be initialized successfully. When 'Element Name' is updated, previous submissions cannot be initialized.

If you change the element name, all existing submissions will become invalid and you will get the error message: " Error. Submission is not valid. An incompatible change was made to the form/flow." 

This is an important consideration when migrating forms to version 5.1.1. See this documentation for more information.

Description

By default all flow descriptions say, “Edit the flow to change this description,” but you can change this if you wish. The description appears as a tool tip when you mouse over the area just to the right of the flow's share  icon on the Flows home page. You also see this description when you view individual submission documents.

Navigation

Live Forms can automatically generate and display a navigation toolbar for your flow which users can use to navigate back and forth in the flow. There are four available options:

  • None: This option displays no navigation toolbar. This is useful for situations where the same form is being passed between users for signatures e.g. Vacation Request workflow filled in by an Employee and signed by a Manager.
  • Navigation Toolbar: this displays a standard navigation toolbar with links for each step.
  • Percent: This displays progress through the flow as a percentage.
  • Step 1 of 4: This option displays progress through the flow as a counter.

The default value for Navigation is Navigation toolbar

You may notice a difference in behavior when using a flow on the desktop vs on a phone/tablet. For Example: Imagine a two activity flow where 1st activity has 2 pagebreak controls and neither activity has an assigned role/user. On the phone/tablet this translates into a screen flow with 3 steps for 1st activity and 1 step for 2nd activity. You can use the Previous button to get back to the 1st activity from the 2nd activity.


However, on the desktop there is no "Previous" button so once the flow gets to 2nd activity there is no way to get back to 1st activity. If the designer does not configure the Navigation Tool Bar in this situation once the user gets to the second step in the flow, there is no way to return to the first activity when running the flow on a desktop.

Visibility

This field provides access control for the flow and has the same meaning as Visibility for forms.

Task Info

When you save a partially filled flow to continue it later or when Live Forms puts a task on your task list as part of a workflow, the task is accessed via your task list. This field controls the name that gets displayed in the user's task list. For more details, see the Tasks documentation. This field can use templatized strings  for dynamic content, e.g. the Task Info can contain "Vacation Request for {FirstName} {LastName}" where FirstName and LastName are the names of fields in a form from a prior step in the flow. Before putting the task on a user's task list, Live Forms will resolve the Task Info string using the actual values of the FirstName and LastName fields e.g. "Vacation Request for Tom Smith". Live Forms will truncate the Task Info data to 250 characters.

You access your Task List from your applications home page. You use the Task list to to perform tasks assigned to you, to view a task's history, or search for tasks you've participated in — a tenant admin can also search for other users' tasks.

Pending Msg

This is the message that is displayed on the screen during a workflow when the next step must be performed by a different user/role and Live Forms puts it on that user's task list. For example, in an Vacation Request workflow, the first step may be filled in by an Employee but the second step (approval) must be signed by a Manager. When the Employee clicks Continue, Live Forms will put the task on the Manager's task list and display this message on the Employee's screen. This message can use templatized strings for dynamic content, e.g. the message can be set to "Thank You {FirstName} {LastName}. Your request has been submitted to your manager for approval." where FirstName and LastName are the names of fields in a form from a prior step in the flow. Before putting the task on a user's task list, Live Forms will resolve the pending message using the actual values of the FirstName and LastName fields e.g. "Thank You Tom Smith. Your request has been submitted to your manager for approval.".

Tracking Id

See Tracking Id described in designing forms.

Deployment

This field is a toggle that sets the state of your flow to production or development. Functionality is the same as Deployment for forms

Setup Key/Saved/Summary Fields 

This setting controls which fields are saved to the built-in submissions repository. By default, all your data is saved as an XML document. This is the most efficient way to store/access your data both in terms of speed as well as storage. However, if you prefer to view your data via the submissions user interface, you can choose which fields are saved in addition to the XML data.

Considerations when deciding which types of fields to configure are listed below.

  • Key fields are indexed for easy search of Submissions. You will see the controls designated as Key fields in the Submissions table. This is helpful when trying to locate a particular submission from a long list. Key fields do not affect performance. They are not downloaded when exporting your submissions to Excel.
  • Saved fields do affect performance as they are independently stored in addition to XML data. This can significantly reduce performance, especially for large forms and require additional storage in the repository. Saved fields are not rendered in the submission table and cannot be used as search criteria for submissions. Saved fields  are downloaded to Excel.

Clicking on the link displays a wizard. The wizard will display the fields from your flow. Key and Saved fields have the same meaning for flows as for forms. Please refer to the Setup Key/Saved Fields documentation for forms for details on these fields.

In a Live Formsflow, controls are listed in the Available and Saved Lists using the control name. If you change the name of a control in a flow activity, it will unset the saved field. The newly renamed control will now show on the Available list and the designer must move it to the Saved List again by clicking on the Setup/Key/Saved/Summary Fields wizard.

Summary Fields

Check the individual fields to select the fields you want to appear in the Summary view if you have a Summary step in your flow.Only checked fields will appear in the Summary. There are also two checkboxes labeled "All" and "None" which will show all the fields or none of the fields, respectively.

These controls are excluded from the Summary Fields list:

  • Signature
  • Formviewer
  • PageBreak
  • Message
  • Link
  • Trigger
  • Image
  • Video 

Printable

If you check a flow's printable checkbox a Print button will be displayed in Summary steps of the flow. If you don’t want users to print your flow, uncheck the checkbox so users will not see the Print button. You can control which fields are printed by setting up which fields are displayed in the Summary View as described above.

Flows do not currently support a print icon as is available on forms. This will be added in an up coming release. One solution is to add your own print link as discussed in the chapter Printing Forms.

Each activity also has a printable property which controls whether or not that activity appears in the PDF document view. See activity printable for full details.

Save PDF

When checked a PDF image of the flow is saved in Live Forms' submission repository. See the documentation for the submissions repository for details on viewing the PDFs saved there.

Since flows are a combination of multiple forms or a single form visible in multiple activities or a combination of the two, it is important to understand what controls will be printed when the PDF is generated. See the topic discussing the activity printable property.

Show Logo

This property is checked by default and causes the “powered by frevvo” logo to appear on your flow. Uncheck the checkbox to remove the logo from your flow.

Save/Load

If you check this checkbox a Save button will be displayed for each step in your flow. If you don’t want users to be able to save partially completed flows and continue them later, uncheck the checkbox so users will not see this button.

This feature is useful for flows containing lengthy forms where your users may not have all the information required to complete the form in a single session. By clicking on the Save button, a copy of the flow with all the current values is saved by Live Forms. Live Forms will also generate an entry in the user's task list from where the user can continue working on the flow at a later time.

If you are not authenticated, clicking the Save button will display an authentication dialog that requires you to login. See documentation on using forms for more details.

Users can repeat the save/load steps as many times as they wish.

Saved flows are not the same as submitted flows. Saved flows do not appear in the Submissions Repository. Saved flows can contain invalid data and can also contain required fields with no values yet entered. When such a flow is re-loaded the missing and invalid values are again flagged as such by Live Forms. And the flow cannot be continued/finished until corrections are made to those fields.

Show in History

If this checkbox is unchecked, tasks for the form or flow will not appear in Task History searches. If you want them to appear, make sure this box is checked. Checking or Un-checking it affects all tasks including ones that were created prior to the action.

Task for First Step

If this checkbox is unchecked and the flow requires a specific role or user to execute the 1st activity then a person who tries to use the flow and does not have the required role or is the specific user will get an error message:

Error
Access Denied. Either you are not authenticated or you do not have the proper permissions/role.

If this checkbox is checked, and a person without the correct user or role tries to use the flow, the flow will be auto-started and sent to the task list of the person(s) specified in the user property or the roles list. The user who tried to access the flow will see the Pending Message setup for the first step or the default pending message "Your Request is being processed".

This feature is useful for auto-starting flows programmatically. For example if you need to process a batch of invoice whose metadata is a row in a .csv file. You can programmatically process the .csv file and auto-start a new flow for each row in the .csv initializing the form fields with data from the .csv.

Another use case may be for a person in the HR department to auto-start a employee performance review by placing new review forms on each manager's task list for each of their reporting employees.

Force Auth

See Force Auth described in designing forms.

 

  • No labels