Live Forms v7.1 Documentation

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Each form setting property is described below.

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Form Name

This is the name you see on the Forms home page where your forms 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. Form names longer than 60 characters will be truncated. It is recommended that you name your form/flows using characters that are suitable for filenames. Following the POSIX filename standard (A–Z a–z 0–9 . _ - ) will ensure it works.

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The default value for the Element Name property is form. The root element name in the submission xml of a form created from the designer palette is determined by the value in this field. It needs to be a valid XML element name. The designer can now change the name of the form without impacting the element name.  Form schema and the

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generated xml file show the element name.  If you want a form name with international characters, you must enter the international chars into the Element Name field. When the form name is updated, and 'Element Name' is kept the same, previous submissions can be initialized successfully.  When 'Element Name' is updated, previous submissions cannot be initialized.

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When your form loads it will send a page view event to your Google Analytics account if you enter your Google account tracking ID into this form property. Please refer to the Google's documentation for information about finding your Google Analytics tracking ID.

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The map will only display in use mode. 

 

Setup Searchable Fields

Excerpt
Setup

Searchable

/Saved Fields

This setting controls which fields are saved to the built-in submissions repositoryfields configured for a form or flow 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 saved in addition 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.

  • Key

    Searchable fields are indexed for easy search of form/flow 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/flow designated as

    Key

    Searchable 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

    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.

    Saved fields  are downloaded to Excel.
Clicking on the Click to setup Key/Saved Fields link displays the setup wizard. This link is on the form's properties as shown below. If you have navigated away from the form's properties and instead see a control properties panel, just click anywhere on the toolbar to return to the form's properties.
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The wizard displays the fields from your form. 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 saved or key 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.

Note

We do not recommend using fields from Tables and Repeats as your key field. The data will be hard to interpret since there can be multiple data values for the same field.

Saved Fields

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You may select the fields you want saved separately in addition to the XML on the Setup Key/Saved Field screen. You can also change the order of the fields when you move them into the Saved Fields area. The order of the form fields will be reflected in the column order if you choose to export submissions to Excel.

There are two ways to select/unselect or reorder saved fields :

  • Drag and Drop - You can drag the fields from the Available Fields list and drop them into the Saved Fields lists if you re using Firefox, Chrome or Safari browsers. Items may be dragged between lists and within the saved 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. You can change the order of the Available Fields list if you are using Chrome or Safari bowsers. Currently, the drag and drop function will not work in the Internet Explorer browsers. This issue will be addressed in a future release.

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  • Center arrow buttons - IE 8/9 users must use the arrow buttons to move selected fields between the Available or Saved Fields lists or to reorder them by moving back and forth as necessary. The arrow buttons always add items to the bottom of the list. 
    • The > right arrow moves the selected field from the Available Fields list to the bottom of the Saved Fields list.
    • The < left arrow moves the selected field from the Saved Fields list to the bottom of the Available Fields list.
    • The >> double right arrows move all the form fields in the Available Fields list to the Saved Fields list.
    • The << double left arrow moves all the form fields in the Saved Fields list to the Available Fields list.
The image below shows a selected field in the available list ready to be moved to the saved list via drag and drop or arrows. Click Finish to save the changes. Selecting the X in the upper right corner cancels any changes. Remember to save your changes when you exit out of the designer. Saved Fields are stored in the database when the form/flow is completed. The fields you select will be displayed in the Submission Detail for each submission. You can also search the submissions repository for these fields using the 
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API.
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Info

Controls are listed in the Available and Saved Lists using control labels. If you change the label of a control in your form that was previously added to the Saved Fields list the control will remain in the Saved List reflecting the new label. In a

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flow, the label can be different for controls with the same name in different activities. Controls are listed using the control name. If the name changes, 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.

Let's say you set up the Saved Fields in a Product Order Form as shown below:
Image RemovedWhen you click the Image Removed Excel icon to export the submissions data to an Excel Spreadsheet, you will be given the option to open or save the file. The file will be named using the range of dates of the Submission data, if you choose to save it to disk . For Example, you might have submission data from February 15th to March 15th of the year 2013 that you want to export. The file name would be something like Submissions%28021513-031513%29(1).xls. Opening the file will show the
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tenant and application name, the date range of the submission data and the number of submissions. The portion of the Excel Spreadsheet shown in the image is an example of a modified output file.
Image RemovedPerhaps, as the form designer, you decide that the Phone column should be between the Color and the Email Address columns.You can change the order of the columns using the arrows or drag and drop to this:
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Exporting the submission results to Excel will arrange the columns in the spreadsheet as shown:

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Note

When you first open the Excel spreadsheet, the submissions meta data (Started Date, Updated Date, State, Age/Duration, Lock User, Lock Date, Revision, Status, Submitted By and Submitted IP) makes up the first 11 columns. You cannot reorder the meta data columns.

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Fields saved as part of a submission are always included in the export. For example, suppose several submissions of the Product Order Form were created with the Saved Fields list shown in the image:
Image RemovedThe designer then removes the Phone field from the Saved Fields list. Exporting the previous created submissions after the change, will order the saved fields by the new list. Previously saved fields which are present in the submission but not in the current list are added on as the right-most columns of the spreadsheet.
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Key Fields 

Click the Key Fields tab. Up to five key fields may be efficiently stored along with the form submission. Key fields do not significantly reduce performance nor do they consume significant additional storage in the repository. It is also very efficient to search the submissions repository using these key fields. Key fields are also directly displayed in the Submissions Table so you can easily view them in a tabular view.
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Multiple Controls with Same Name

It is possible that your form contains two or more controls with the same name nested inside different sections. For example if your form has a section control named Parent containing a text control called Name and has another section control named Child also containing a text control called Name, the Key/Saved Fields wizard will display two entries called "Name". In order to to know which is which, simply hover your mouse over each entry in the list for Saved Fields or dropdown for Key Fields and you will see the path to the control. In the example below you see Parent > Child > Name.
Image RemovedThe same name fields will be categorized in the data tab of the form submission like this:
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Setup Searchable/Key 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.

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The wizard displays the fields from your form. 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 saved or key 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.

Note

We do not recommend using fields from Tables and Repeats as your key field. The data will be hard to interpret since there can be multiple data values for the same field.

Saved Fields

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You may select the fields you want saved separately in addition to the XML on the Setup Key/Saved Field screen. You can also change the order of the fields when you move them into the Saved Fields area. The order of the form fields will be reflected in the column order if you choose to export submissions to Excel.

There are two ways to select/unselect or reorder saved fields :

  • Drag and Drop - You can drag the fields from the Available Fields list and drop them into the Saved Fields lists if you re using Firefox, Chrome or Safari browsers. Items may be dragged between lists and within the saved 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. You can change the order of the Available Fields list if you are using Chrome or Safari browsers. Currently, the drag and drop function will not work in the Internet Explorer browsers. This issue will be addressed in a future release.

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  • Center arrow buttons - IE 8/9 users must use the arrow buttons to move selected fields between the Available or Saved Fields lists or to reorder them by moving back and forth as necessary. The arrow buttons always add items to the bottom of the list. 
    • The > right arrow moves the selected field from the Available Fields list to the bottom of the Saved Fields list.
    • The < left arrow moves the selected field from the Saved Fields list to the bottom of the Available Fields list.
    • The >> double right arrows move all the form fields in the Available Fields list to the Saved Fields list.
    • The << double left arrow moves all the form fields in the Saved Fields list to the Available Fields list.

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Info

Controls are listed in the Available and Saved Lists using control labels. If you change the label of a control in your form that was previously added to the Saved Fields list the control will remain in the Saved List reflecting the new label. In a

Frevvoproduct
flow, the label can be different for controls with the same name in different activities. Controls are listed using the control name. If the name changes, 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.

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Frevvoproduct

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Exporting the submission results to Excel will arrange the columns in the spreadsheet as shown:

Image Removed

Note

When you first open the Excel spreadsheet, the submissions meta data (Started Date, Updated Date, State, Age/Duration, Lock User, Lock Date, Revision, Status, Submitted By and Submitted IP) makes up the first 11 columns. You cannot reorder the meta data columns.

Image Removed

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Key Fields 

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Multiple Controls with Same Name

It is possible that your form contains two or more controls with the same name nested inside different sections. For example if your form has a section control named Parent containing a text control called Name and has another section control named Child also containing a text control called Name, the Key/Saved Fields wizard will display two entries called "Name". In order to to know which is which, simply hover your mouse over each entry in the list for Saved Fields or dropdown for Key Fields and you will see the path to the control. In the example below you see Parent > Child > Name.
Image RemovedThe same name fields will be categorized in the data tab of the form submission like this:
Image Removed

  • 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

    Warning
    The Export of submissions to Excel feature has been replaced by the Download to CSV. If you have not used the Export to Excel feature in the past, we recommend that you become familiar with the Download to CSV .
    You can still use the Export to Excel feature by accessing it from the Submissions Legacy view. However, the Legacy Submissions view and the Export to Excel may be removed in a future release.

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.

Clicking on the Click to setup Searchable fields link displays the setup wizard. This link is on the form's properties as shown below. If you have navigated away from the form's properties and instead see a control properties panel, just click anywhere on the toolbar to return to the form's properties.

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Searchable Field wizard

The wizard displays the fields from your form/flow. 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.

Note

  1. 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.

  2. Searching submissions using a Repeat control from schema is not supported.

  3. If the value of a field contains the < sign, the data in the Submissions Table will be incomplete. For example, if the value = a<b only the "a" will show in the Submission Table.

Move the the fields listed in the Available Fields tab that you want to use as search criteria to the Searchable Fields tab. 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

    • The > right arrow moves the selected field from the Available Fields list to the bottom of the Searchable Fields list.
    • The < left arrow moves the selected field from the Saved Fields list to the bottom of the Available Fields list.
    • The >> double right arrows move all the form fields in the Available Fields list to the Searchable Fields list.
    • The << double left arrow moves all the form fields in the Saved Fields list to the Available Fields list.

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.

Info

Controls are listed in the Available and Searchable Lists using control labels. If you change the label of a control in your form that was previously added to the Searchable Fields list the control will remain in the list reflecting the new label. In a

Frevvoproduct
flow, the label can be different for controls with the same name in different activities. Controls are listed using the control name. 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.

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Note the first five fields in the Searchable Fields list are marked with double asterisks. These 5 searchable fields will be the key fields for the submission in the legacy view.

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.

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Adding/Removing Searchable Fields

If you add or remove a field from the Searchable Fields tab, the change will only affect new submissions. In-house customers can manually run the Insight Batch job to update older submissions so the field can be used as search criteria.

Saved Fields tab

You will see a Saved Fields tab in addition to the Searchable Fields tab. This tab displays only when the Legacy Submissions view is configured as it is in the

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cloud. The only reason to configure Saved Fields for a form/flow is if you want to use the Export to Excel which is only available in the Legacy Submissions view. Remember, Saved Fields are stored in the database when the form/flow is completed. This can significantly reduce performance, especially for large forms and require additional storage in the repository.

Warning
The Export of submissions to Excel feature has been replaced by the Download to CSV. If you have not used the Export to Excel feature in the past, we recommend that you become familiar with the Download to CSV .
You can still use the Export to Excel feature by accessing it from the Submissions Legacy view. However, the Legacy Submissions view and the Export to Excel may be removed in a future release.

In-house customers can choose to hide the Legacy Submissions view with a configuration parameter. If the Legacy submission view is not visible, the Saved Fields tab is not displayed in the Form/Flow designers and the Export to Excel feature is not available.

Refer to Submissions Stored Inside of Live Forms - Legacy View for the details about the Legacy Submission view and the Export to Excel feature.

Printable

If you check a form's printable checkbox a print icon will be displayed at the top of your form. If you don’t want users to print your form, uncheck the checkbox so users will not see the print icon. You can control which form fields are visible in the pdf print view via the printable property on each field in your form. Refer to Printing Forms for more information about Print View/submission pdfs, including how to support international characters.

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Info

The submissions repository can store your form data in three ways -- as data values; as an xml document; and as a pdf form image. By default for efficiency, data is only stored as xml. If you plan to export your form data to an Excel spreadsheet or plan to view your form data in the submission repository detail view, you must configure your form to save the data field values. See the documentation for setting up key/saved fieldsSearchable Fields. Also see the documentation for viewing your data in submission repository.

Save PDF

This property can only be checked if you have the save property checked. When checked a PDF image of the file is also saved in Live Forms' submission repository or to Google drive. See the documentation for the submissions repository for details on viewing the PDFs saved there. Notice all controls, including those disabled or in a signed section, are no longer grayed out in the pdf.

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If the PDF Name property is empty, then the form name is used as the pdf name. It is recommended that PDF Names use characters that are suitable for filenames. Following the POSIX filename standard (A–Z a–z 0–9 . _ - ) will ensure it works.

Tip

PDF names can contain special characters with the exception of curly braces {}.



In the submissions, the pdf for the Onboarding of new hire Eric Armani is named as shown.

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If you check this checkbox on the flow level and on each step in the flow , a Save button will  button will be displayed at the bottom of the screen. If you don’t want users to be able to save/load your form, uncheck the checkbox on the flow level or on specific steps so users will not see this buttonof your form.

This feature is useful for lengthy forms where your users may not have all the information required to complete the form in a single session. By clicking on save the Save button a copy of the form with all the current values is saved on the 

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 form server. Later the user can re-open the form from their task list; see see Perform a task for more information. The form will populate the fields from with the saved values.

Users You can repeat the save/load steps save your partially filled in forms as many times as they wishyou want.

Currently the the Save for Later button for label for forms cannot be customized like it can for for flows. The ability to change the Save button label for forms will this may be available in a future release.

See the Save and Load feature, for full details.

Show in History

If this checkbox is unchecked, tasks for the form or flow will not appear in Tasks 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.

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