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The Forms and Workflows homepage appears when you create or edit a project.
There are three icons at the top of the Forms and Workflows home page:
Forms and Workflows in the list can be identified by their icons:
To the right of each form/workflow name there is aTest icon for quickly entering test mode, and a Form/Workflow Action Menu, which provides the following options:
designates which controls should be set up as Searchable fields.are fields in your form/workflow that can be used to search submissions and tasks. The designer
Adding or deleting Searchable Fields at any time will immediately take effect for future submissions, but not for past submissions. Designers, tenant or superuser administrators or any user given the permission to edit can initiate a Refresh Searchable Fields process for a particular form/workflow to reflect the changes made to the Searchable Fields in previous submissions.
For example, let's say you have an Invoice form with the First Name and Last Name fields set up as searchable fields. You can search existing submissions or tasks by setting up a filter using the data in these fields.
Your users have requested the ability to search submissions and tasks by product name in addition to the First and Last name of the customer. You must add the Product Name field to the list of Searchable Fields in your form.
Add the Product Name control in your form to thelist using the Setup Searchable Fields wizard.
Searchable fields configured for a form or workflow are the fields that may be used to filter submissions in the submissions view. 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 available to the user as search criteria in addition to the XML data.
Considerations when deciding which types of fields to configure are listed below.
Searchable fields are indexed for easy search of form/workflow Submissions. They can also be used when searching Tasks on a user's Task List. You will see columns for the controls in your form/workflow designated as Searchable fields in the Submissions table. This is helpful when trying to locate a particular submission from a long list. Searchable Fields are downloaded into the Submissions Download to a CSV file along with the submission default columns.
Cloud customers can configure up to 20 Searchable Fields.
In-house customers can change change the default value by adding the frevvo.max.searchable.fields configuration parameter to the <frevvo-home>\tomcat\conf\Catalina\localhost\frevvo.xml file.
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. The only reason to configure Saved fields is if you want to use the Export to Excel feature which is available on the Legacy Submissions view
Designers should carefully consider which fields to designate as Searchable fields. The selection of the correct fields as search criteria can be very helpful with submission and Task List searches.
The wizard displays the fields from your form/workflow. Only controls that are considered form data will be listed. For Example, the link, signature, image, upload, trigger, section, PageBreak, Message, Form Viewer and video controls will not show up in the Searchable field lists as there is no value to save or query against. Also, group controls (tabs, panels, repeats) will not show up on the list of Available Fields.
We do not recommend using columns from Tables or Repeats as Searchable fields. The data will be hard to interpret since there can be multiple data values for the same field.
Searching submissions using a Repeat control from schema is not supported.
Move the fields that you want to use as search criteria from the alphabetical list of Available Fields to the Searchable Fields list. You can change the order of the fields when you move them into the Searchable Fields area. The order of the form fields will be reflected in the Submission Table and the export to a csv file once existing submissions are resubmitted or a new submission is created.
There are two ways to select/unselect or reorder Searchable fields:
Drag and Drop - You can drag the fields from the Available Fields list and drop them into the Searchable Fields list if you re using Firefox, Chrome or Safari browsers. Items may be dragged between lists and within the Searchable Fields list. Items may be dropped between existing items and before the top-most item and below the bottom item. Only a single item may be dragged. Currently, the drag and drop function will not work in the Internet Explorer browsers. This issue will be addressed in a future release.
Center arrow buttons
Click Finish to save. Selecting the X in the upper right corner cancels any changes. Remember to save your changes when you exit out of the designer.
Controls are listed in the Available and Searchable Lists using control names. If the name changes, it will unset the Searchable field. The newly renamed control will now show on the Available list and the designer must move it to the Searchable List again. Hover the cursor over any control name for a tooltip showing the section where it is located, which is helpful if multiple controls have the same name.
Maximum Number of Searchable Fields
Cloud customers can configure up to 20 Searchable fields. In-house customers can change the maximum number of Searchable Fields with a configuration parameter.
When an attempt is made to add more than the maximum configured number of Searchable fields, an error message ("Maximum Number of Searchable Fields Exceeded!"). displays on the lower right of the screen and will disappear after a short time. Any fields in excess of the maximum configured number will not be allowed.
Adding/Removing Searchable Fields
If you make changes to Searchable Fields in a form or workflow, the changes will take affect for new submissions. If you want to update existing submissions to reflect your changes, run the Refresh Searchable Fields process.
Searchable fields can be refreshed for:
All forms/workflows in all tenants (in-house) or a specific tenant (Cloud or in-house) - must be initiated by the frevvo Cloud or customer in-house superuser administrator. Cloud customers must contact frevvo to request a refresh of Searchable fields for your entire tenant.
frevvo will run the Refresh process during a time when your users are NOT using Live Forms.
In-house superuser administrators should refer to the Refresh Searchable Items topic for the instructions.
If refreshing production forms or workflows, run the job during a time period when the forms or workflows are not being used.
Follow these steps to run the Refresh Searchable Fields process.
Run the Refresh Searchable Fields Process
Once the Refresh Searchable Fields process for the form is completed, the Product control and the associated data displays as a column in the Submissions Table.
The Refresh Process can be stopped or abandoned once started.
Once you have initiated the Refresh Searchable Fields process, the Live Forms UI allows for the job to be stopped or aborted. The process can be stopped if it is in the STARTING or STARTED state.
You will notice a Stop column in the row in the table for the process that was started. To stop the job:
When the Refresh process runs, tables that store the state of the process are created in the frevvo database. By default, if a process were to fail or be stopped, starting it again would restart the failed/stopped job from where it failed/stopped.
To restart a Stopped/Failed refresh process, simply start the batch job again with same tenant and it will resume the last stopped job.
To prevent the last stopped job from restarting, change the status to Abandoned.
The Refresh Searchable Fields process must be stopped to mark it as abandoned. This prevents it from being restarted. You may want to abandon a batch job if it failed and restarting it would result in another failure. Abandoning the batch job allows you to start over again with a new process. The process cannot be abandoned if it is in the STARTING or STARTED state.
When you stop a Refresh process, you will notice Stop and Abandon columns in the row in the table for the process that was started. To abandon the job:
You can attach a thumbnail icon to a form/workflow by clicking the Live Forms or upload your own. The icons will display when you access your forms/workflows from a Live Forms space on mobile devices (iPhone and iPad) mobile devices. See below. If you do not specify an icon for your form/workflow, Live Forms will display a default thumbnail where required.Thumbnail icon in Form/Workflow Action Menu. Select one of the icons provided by
In the Thumbnail feature you will see a list of icons provided by Live Forms.
If the form/workflow does not have an icon assigned the Current thumbnail section of the screen will display the message "You have not specified a thumbnail for this form/workflow. Please select one or upload your own thumbnail. If you do not specify one, frevvo will display a default thumbnail where required." Once you select or upload a thumbnail, the Current thumbnail section will update with that icon. You will not be able to delete the current thumbnail once it has been assigned but if you update the form/workflow icon by selecting another one from the list or by uploading an image file, the updated icon will be reflected in the Current thumbnail section.
If thumbnail changes are not reflected immediately, refresh the screen.
Forms in the Development state have a watermark. Change them to Production to remove the watermark. TheDeploy/ Undeploy icon on each form/workflow toggles this state. Your license key controls the number of forms that can be set to Production. Deployed forms and workflows appear in the list with a flag icon beside their name.
The deployment state defaults to Development irrespective of the default deployment state set by your license key and by your tenant admin for the following scenarios:
To manage production forms/workflows go to your My Account: Manage Production forms page. See managing production forms for more information
When you delete a form/workflow by clicking the Live Forms' submission repository and any saved in process form/workflow instances.Delete icon the form/workflow is permanently removed and cannot be restored. The delete operation also deletes all submissions from
Before deleting you may wish to download a copy of the form/workflow by clicking the this topic for information on deleting projects.Download icon. See
If your goal is to update your form/workflow to a new version that you had previously downloaded or to revert to an older version previously downloaded, do not first delete the form/workflow since this removes all associated saved/submitted/pending form/workflow instances. Instead leave the original as it is and upload the version from disk by clicking theAdd Content icon and selecting Upload a Form or Workflow. A dialog will display that lets you:
When uploading a form/workflow with the same ID as an existing form without checking Replace, a copy will be created and the designer will see an error message: "The form/workflow that was uploaded matches the id of one that already existed so a copy was made. If you intended to replace the existing form/workflow, delete the form you just uploaded and upload it again but check off the ‘Replace’ option."
When uploading a form with Replace checked that is currently being edited by another user, the designer will see this error message: "This form is currently being edited by <user@tenant>. Please try again later."