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Setup Searchable/Saved 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 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 

Frevvoproduct
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

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.

Let's say you set up the Saved Fields in a Product Order Form as shown below:

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When you click the Image Added 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

Frevvoproduct
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.

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Perhaps, 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:

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The 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.

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The same name fields will be categorized in the data tab of the form submission like this:

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Setup Searchable/Key Fields

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The 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.

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.

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.

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