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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." 

 

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

The visibility field has been removed from the flow property pane in the Live Forms Flow designer. Flow Visibility is selected via the Access Control List wizard. You can access the wizard by clicking on the  icon for your flow on the Flows Home Page . If you are in the flow designers, click the  icon in the toolbar to display the wizard. Flow Visibility has the same meaning as Visibility for forms. The one exception is the custom option which is not provided for flows. The default value for flows is Public in Tenant.

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.

Save on Navigation

Save On Navigation logs a new submission entry in the Live Forms Audit Trail every time the workflow navigates to a new activity, even if the current user has permissions (the correct role) required to immediately execute that activity. Consider an Expense Report workflow that needs to be approved by a Manager role. You fill your expenses and click "send to manager" to continue the flow. A person with the Manager role picks up the task and approves it. You'll see two entries in the audit trail — 1st with the name of the employee who filled in the form; 2nd with the name of the manager who approved the expenses. 

Now consider the case where the person submitting the expense report also has the Manager role. In this case, the form doesn't get saved to the Live Forms repository and it doesn't go onto the task list(s) of people with Manager role. You immediately navigate to the 2nd activity and see the approval part of the form. This is as-designed - the 2 step workflow turns into a screen-flow performed by the same person. You'll only see 1 audit trail entry in this case.  You can infer that the same person performed both the 1st and 2nd steps due to the missing audit trail entry.  

If you would like to see an entry in the audit log for every navigation in the flow, you must turn on the Save on Navigation feature. For example, here is the Audit Trail entry for an Expense Report submitted by Tom who has the role of employee and manager. when the Save to Navigation feature is turned off. Tom performed both the employee and manager steps and now the flow will be routed to a Supervisor for additional approvals:

Here is the Audit Trail for the same situation with the Save on Navigation feature turned on: Notice the additional entry for the Manager step. 

The designer can use the History Message property to help identify the additional entries.

Configuring Save on Navigation

To turn on this Live Forms feature, you must modify configuration parameters. Click the link to see the details.

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:

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.

Fast Finish

The Fast Finish feature is very useful when you're filling a lengthy screen flow. Live Forms workflows consist of steps (activities) performed by the same person or more than one person. Steps in a workflow performed by the same person are called multipage forms or screen flows. The designer can select the Navigation Toolbar  or add a Summary activity as one of the steps to provide an easy way to move forward and backwards through the steps of a Live Forms workflow. 

Let's say a user needed to return to a previous workflow step to change entered data. The user clicks the step on the Navigation toolbar or the edit link in a Summary activity and the flow returns to the previous step so the user can make the change. In previous versions, once the change is made, the user would have to click through all of the remaining screen flow steps in order to resubmit the flow with the updated data.

The Fast Finish feature provides a finish button, visible in use mode, in addition to the Submit and Save button (if Save/Load  is selected) for the forms in your flow. The Finish button works the same way as the Continue button. It will remain disabled until all of the data is valid.


Selecting Finish automatically advances through the flow activities until one of the terminating conditions listed below is true:  

  1. An activity is encountered that is not valid - this could be as simple as a required field that was not filled in.
  2. The next task is assigned to any user/role that is different or the same from the user that selected finish - an example would be the step in the workflow that gets routed to a manager for approval.
  3. The next task is an anonymous Email or HTTP activity type.
  4. The last activity is valid and submitted.

You can select the Fast Finish property at the flow level or for the individual activities in the flow. Selecting Fast Finish at the flow level enables it for all activities.

To select Fast Finish for all the steps in your flow:

  1. Edit the flow in the flow designer.
  2. Click the toolbar to display the Flow Properties panel.
  3. Check Fast Finish.

Selecting it on the individual activities makes the Finish button available on the designated activities only. 

  1. Edit the flow in the flow designer.
  2. Click each step in the flow to highlight the properties panel for that step.
  3. Check Fast Finish.
  4. Repeat for all the steps in the flow where you want the Finish button to display. 

 

If the steps in your flow consist of forms and/or a summary activity, Fast Finish forwards through the steps of your flow until it hits one of the terminating conditions listed above.

Let's consider the Employee On Boarding workflow as an example. This workflow consists of a screenflow that is filled in by the new employee:

  • Step 1 is the Employee Information form
  • Step 2 is the Personal Allowances form
  • Step 3 is the Health Insurance Information form
  • Step 4 is the Direct Deposit form
  • Step 5 is a Summary activity where the employee can review the data. Clicking on the automatically generated Edit links in the Summary View takes the flow back to that step so the data can be edited.
  • Step 6 is a Confirmation form for the employee to review the W - 4 pdf information,
  • Step 7 is not part of the screen flow - the workflow is routed to the HR department for final processing.

The new employee has filled in steps 1 -  6 but upon viewing the W - 4 pdf realizes that the Additional amount withheld is incorrect. The user clicks on the Personal Allowances step in the Navigation bar to make the correction. If Fast Finish is not selected for the flow, the user must click the Continue button on each remaining step of the flow to submit it with the corrected information.

If Fast Finish, is selected on the flow or activity level, the user can click the Finish button after making the correction and the flow will fast forward through Step 6. Fast Finish will stop here since step 7 is assigned to the user Sue who is a member of the Human Resources department. The user will see the pending message after Step 6 and the workflow will be routed to Sue for final processing.

If the Fast Finish and Save/Load features are enabled for a workflow, the user can save a partially completed form to their task list. If the saved form still has required fields that have to be filled in, when the user retrieves the saved task from their task list to complete and submit it, clicking the Fast Finish button takes the user to the point in the screen flow where they left off. 

This video shows the Fast Finish feature with regards to the New Employee On Boarding Workflow discussed above

Fast Finish on Mobile Devices

The Fast Finish button on an iPhone or iPad is accessed via a dynamic action menu that is activated by the right-most button in the top button bar. The action menu drops down below the button and floats above the form. If Fast Finish is not selected for the workflow or on the current activity, then the action button and menu are not present at all. 

 

Refer to this feature announcement for more information. 

Force Auth

See Force Auth described in designing forms.

Decorated

Decorated is checked by default when you create a new flow. If  you uncheck Decorated at the flow level, newly added controls in the forms of your flow will not have a decorator. Controls in the forms that already have decorators will retain them. The designer can select a decorator for each of the steps in a flow that will display on the navigation bar.

 

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