Live Forms is a multi-tenant application. Tenants allow you to segregate groups of users and roles. Users from one tenant cannot access users in any other tenant. Note: this does not apply to public forms/workflows which do not require login access to a tenant.
The Live Forms In-house superuser admin can create as many tenants on your form server as needed. Once the superuser admin creates the tenant, the tenant admin user can then login to manage the tenant, configure LDAP, add users & roles, etc. See the Admin Home Page for differences between the superuser admin and tenant admin.
Live Forms trial tenants in the cloud are initially configured with the frevvo Default security Manager. Once you have purchased your Live Forms license, you can switch the Security Manager of your tenant and retain existing forms/workflows, users, roles and submissions.
Tenants using the Default Security Manager can be migrated to:
Tenants using the LDAP Security Manager can migrate to:
Contact us to purchase or change your security manager.
On this page:
The superuser for Live Forms in-house customers can add new tenants to your Live Forms server using the Manage Tenants page.
You cannot remove or copy the d (Default tenant).
The superuser for in-house customers can use the Tenant page to add a new Live Forms tenant . We recommend using lower case for the tenant name as the tenant name becomes part of your user's login names which are case sensitive.
To display the Tenant page,
Here is a brief explanation of the fields:
Are you creating a tenant for Confluence? - Check this if you are planning on integrating Live Forms with Confluence. If checked, the Security Manager Class field displays the Delegating Security Manager - This is the Security Manager needed for Confluence. The SharePoint section of the screen is hidden. The SharePoint Connector is not available to frevvo Confluence customers as it will not work in embedded scenarios. If unchecked, the Default Security Manager will be used.
If you are not using Confluence, select a Security Manager Option from the following choices:
Tenant ID - Enter the tenant Id in this field - The tenant id can contain characters, numbers, dot(.), hyphen (-) and the underscore. It cannot start with a number. A common practice is to use your domain name for the tenant id.
The superuser or tenant admin can set up the Business Calendar for your tenant. Live Forms will then use the calendar information when calculating an escalation deadline for workflow steps and to determine the date/time for notification/reassign emails if they are configured. A tenant can only have one Business Calendar.
In the Business Calendar section of the Add/Edit Tenant screen:
The Business Calendar makes it very simple to configure workflow escalations based on a 5 - day work week. Once the calendar is set up, simply check the Business Calendar checkbox on the escalation condition in your workflow.
It is no longer necessary to use a rule to Calculate a Date based on a five day work week.
Live forms offers a user interface to specify credentials to external secure web services that are accessed by the forms/workflows in your tenant. For example, if you have a rule that connects to a web service or a Form/Doc action that posts to a web service that is not publicly accessible, credentials can be configured for the services in each of your tenants.
The specification of http credentials for in-house customers was previously supported globally and configured in the httpclient-auth.properties file. This method is no longer used. In-house customers using this file for HTTP authentication should read the Migration Considerations before upgrading.
To configure http security credentials at the tenant level, follow these steps:
Basic - a common HTTP Authentication protocol that assumes that client credentials consist of a username and a password where the latter is a secret known only to you and the server
NTLM - a Windows network authentication protocol that allows a client to prove its identity without sending a password to the server.
Scheme, host, user name and password are required.
Port is optional and may be left blank. Either blank or -1 equates to any port and the system will alter blank to be -1.
All fields are specified in plain text and not encoded in any way.
Domain is only generally used for NTLM.
Store submissions and metadata on a registered SharePoint website using the frevvo SharePoint Connector and wizard. The configuration information is discussed in the SharePoint Connector topic
There are some configuration items that must be performed before creating a tenant using the LDAPContainer Security Manager. Once the prerequisites have been completed, adding a tenant that uses the LDAP Container Security Manager is exactly the same as configuring a tenant using the LDAP/Active Directory Security Manager. Please follow the steps listed here.
Refer to the Configuring the LDAP Container Security Manager topic for the instructions.
Creating/editing the SAML tenant is performed by the superuser (on-premise) or the tenant admin (cloud). Refer to Configuring the Azure SAML Security Manager for the details.
The Database Container Security Manager should be selected when authentication is the container's responsibility and you want to use the Live Forms database interface to fetch users/roles for design time functionality from an external database. Click here for the configuration details.
A tenant admin or a superuser admin can use the Tenant page to configure or edit information about a tenant.
To display the Tenant page:
Note that you cannot change the Tenant Id, although you can change the Name and Description.
A Tenant admin can login directly to Live Forms or login with a user id who has been given tenant admin permissions in your Active Directory. Tenants using the LDAP(s) Security Manager now have the ability to configure a built-in admin account. This was not possible for this Security Manager in previous releases.
When you create a new tenant, you are prompted to set up a tenant admin user id, password and email address. This tenant admin does not authenticate via your LDAP IDP. It only exists in Live Forms. If you experience an issue with your LDAP configuration such that you can't login as an Active Directory authenticated user, use the built-in admin to login to your tenant as a tenant admin in order to fix your configuration issue. The built-in admin is able to access the Live Forms tenant admin functions if your LDAP Server should become inaccessible. Only one built-in tenant admin account is supported.
Browse this URL to login as the built-in admin: <base_URL>/frevvo/web/admin/login. When specified, Live Forms will prepend the base URL to the URLs in your Form/Document Actions. The <base_URL> is typically http(s)://<your servername>:<port>.
You must use the admin specific URL - <base-url>/frevvo/web/admin/login - to login as the built-in admin.
Non admin users can also login using the admin specific URL.
If your tenant originally used the Default Security Manager and then you changed to the LDAP, Azure or SAML Security Manager, this tenant admin account has already been setup. If you have forgotten the password, you can change it by :
Logging as your authenticated LDAP tenant admin. Click the Edit Tenant link. The Admin User information is displayed.
If logging in as the authenticated LDAP tenant admin is not possible, browse this admin specific URL - <base-url>/frevvo/web/admin/login. Enter the built-in admin userId. Click Forgot Password? Once you have changed the password, browse the admin specific URL again and login with the tenant admin user id and the new password. If you need to change the password again, or make changes to your tenant, the built-in admin password can be changed on this screen.
This error message displays if any other user clicks on the Forgot Password? link after browsing the admin specific URL:
Refer to the Configuring the LDAP Security Manager for In-house, , SAML Security Manager, and Azure SAML Security Manager topics for more configuration information.
This feature only applies to the Default Security Manager. Tenant admins can set password strength requirements on the Create Tenant or Edit Tenant screens. There are four password strength options (Fair, Good, Strong, Very Strong) or the field can be left blank if you do not want to enforce password strength. Leaving this blank will still require a minimum password length of 8 characters. When you change the password strength requirement, users whose passwords do not comply will automatically be prompted to change their password on their next login.
A user creating or resetting their password will be required to meet the password strength specified by the tenant admin. Password strength is indicated as the user types by a Password Strength Meter visible below the entry. There are no specific length or character requirements, but the meter will detect the strength of the password based on use of uncommon words or phrases and unpredictable use of capitalization, numbers and special characters. Helpful suggestions appear to prompt the user towards a stronger password. Password length is limited to 100 characters and an error message will appear if user attempts to enter more than 100 characters. Users cannot use their old password or a temporary password as the new password. Here are screenshots of what a user might see if the Tenant Password Strength is set to "Strong." Strong and Very Strong passwords use uncommon words or phrases and unpredictable use of capitalization, numbers and special characters.
The email address entered in this section is used as the from email address for email notifications and doc action emails for forms and workflows in the tenant. If you want to setup the email address with a user friendly name, enter the text in the Display Name field. The Document Action and Activity Document action email wizards have a From: address field. You can specify a different from email address for s and by entering a valid email address in the from field in both wizards. The values in these fields overrides the address entered on the Edit Tenant screen.
A user designing a form, viewing their task list, or using a form to enter values and submit has a certain number of minutes to complete the activity. This time limit is called the Session Timeout. By default the session will expire after 30 minutes of inactivity. When the session expires a designer user will have to re-login to Live Forms to continue designing forms and users filling forms will have to get new form instance and re-enter the values. The tenant admin can override the default session timeout with the value that is entered into the Session Timeout field.
The tenant admin can set a default space by selecting from the drop down menu of spaces that have been created. Selecting a default space will cause task notification links to direct the user to the task and/or Task List rendered in the default space. If no default space is selected, task notifications direct user to the task/Task List in the tenant.
The Max Concurrent Users field only appears if you are logged in as a superuser admin. This field enables you to restrict the number of users who can simultaneously login to a particular tenant. For example if you have purchased and installed a 20 user license key and want to set tenant A to use 5 and tenant B to use 15, setup that configuration here. See Concurrent Users for more information.
Max Users is subject to your license.
The Deployment State lets you toggle the default deployment state of your form between two states: PRODUCTION and DEVELOPMENT. When a form is in development state it contains a watermark. If you have a Live Forms unlimited user license key you may want all the forms created by the designer to automatically be deployed for production with no water mark.
See also the deployment form property.
Anonymous signup lets you publish a registration Url for your tenant so people can signup and create a user account in your tenant themselves. In the Edit Tenant form, check the anonymous signup property and then select the default roles you want them to have when they signup. You can click the "+" to add multiple roles. If you select the designer role, these new users will have permission to design forms and workflows.
Then publish the registration Url:
At this Url people will see a signup form.
When they submit this form they'll be notified via email to activate their account. Until they activate via the email their account will remain disabled.
Now this person has a user account on your tenant and can login. If you gave them the Live Forms designer role they will also be able to create forms and workflows. If not, when they login, they will see their task list as shown below.
Tenants configured with an LDAP or SAML Security Manager do not display the Anonymous Signup checkbox as this feature is not applicable for an LDAP or SAML tenant.
If you are planning on changing the Security Manager from the Default Security Manager to LDAP(s), SAML or Azure SAML, and you want to preserve Projects/Forms/Workflows developed in your trial/starter frevvo tenant, here's what we recommend:
The following Security Manager changes can be made by clicking the Change button and making a selection from the dropdown. Cloud customers should contact us to purchase or change your plan.
Be aware that changing the Security Manager of your tenant is a ONE-WAY operation. Once completed, you CANNOT change it back to the original security manager.
If you are editing a tenant using the SAML Secuirty Manager, configured metadata and attribute mappings will display. These values can be modified using this screen.
Remember, if you check the Authentication Only checkbox, only the User Id field displays for mapping.
If you are editing a tenant using the Azure SAML Security Manager, configured metadata and attribute mappings will display. These values can be modified using this screen.
Authentication Only is checked so only the field for User Id mapping is displayed.
Changes to the Business Calendar can be made in the Business Calendar section:
Changes to the HTTP Authentication Credentials can be made by expanding the section:
Make changes to the SharePoint Connector in this section.
Click Submit to save your changes. The message "Tenant updated successfully" will display.
To setup your tenant, first login to your new tenant as the tenant admin. The tenant admin can add users to the tenant. You need to add at least one designer user in order to begin creating forms.
We strongly recommend that you do not use the admin user to create your own forms. You can create users and roles in your new tenant for that purpose.
A tenant admin can view all the configuration properties that apply to their tenant. Some of these properties can be modified by the tenant admin in the Edit Tenant page. Others can only be changed by the superuser admin.