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Searchable fields can be used as search criteria for submissions and tasks. They also define the fields that will be displayed and exported in the export to a csv file.

Once defined,  

Frevvoproduct
can also go back and you can also re-index your existing submissions so you can search them using the same fields. We recommend running the re-index process during a time when your users are not using 
Frevvoproduct
.

Expand
titleClick here for information about Searchable fields...

Excerpt Include
Form Setting Properties
Form Setting Properties
nopaneltrue

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Expand
titleClick here for a list of the default columns

Default Columns


Description
Submitted DateTime/Date of the submission. Also The Submitted Date is 'A' in the Submission Filter.
ErrorShown as a yellow triangle if the there is a submission error.
Error DescriptionDescriptive text about a submission error.
StateSubmission status: SUBMITTED, PENDING, ABORTED, SAVED, ERROR WAITING. This column displays the submission types selected in the State section. The submission status is 'B' in the submission filter.
Submitter IdID of the last submitting user.
Submitter NameThe first and last name of the user who submitted the form/flow.
Lock User IdIf the submission is currently locked (and not SUBMITTED), this is the user id of the user who has it locked.
Lock DateDate and time a flow last locked.
Lock User NameIf the submission is currently locked (and not SUBMITTED), this is the first and Last name of the user who has it locked.
Started DateDate and time a form/flow first started.
Age/DurationFor completed submissions (State=Submitted) this is the time interval for how long it was in process - from the first incomplete submission (Pending, saved, etc.) until it reached SUBMITTED status. If the submission is currently incomplete (i.e. SAVED, PENDING or WAITING), then the time interval shows how long has it been in process so far (Age).


Condition Column

The Condition column choices depend on the data type of the selected field. Click below to see a list of the data types and their corresponding options.

Expand
titleClick here for a list of the conditons available for each data type

Data Type(s)


Conditions Available in the Dropdown List
Date, Time, Date/Timeis equal to

is not equal to

is after

is before

is on or before

is on or after
only available for Date/Time controlsis within last

contains a value

does not contain a value
Number, Money, Quantityis equal to

is not equal to

is greater than

is less than

is greater than or equal to

is less than or equal to

contains a value

does not contain a value
Text, TextArea, Email, DropDown, Radio, Checkboxcontains

does not contain

begins with

ends with

is equal to

is not equal to

contains a value

does not contain a value
Boolean Checkboxis equal to


For example, the choices in the Condition dropdown, will be different if you select the Submitted Date or the ProjectName, which is a searchable field in the form/flow from the Fields list.

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Expand
titleClick here for a list of values available for field types and condtions

Field Type


Value Entry Field TypeNotes
DateDate Picker
TimeTime Entry
DateTimeDate and Time Picker

The 'is within last' condition is available for DateTime controls only. It does not apply to Date or Time controls. If you select the "is within last" condition, you must:

  • Enter the value using a special time duration entry format
  • Enter a duration in Years:Months:Days:Hours:Minutes. Any field to the left may be omitted. For example, 2 days and 4 hours may be expressed as 0:0:2:4:0 or as 2:4:0. Refer to the example below.
Number, Money, Quantitynumber field
Text, TextArea, Email, DropDown, Radio, CheckboxText field
Boolean Checkboxdrop down containing true and false options


For Example, if you select a Date field, the Date Picker is provided to help enter the value. If you select a Text field from your form/flow, you will be prompted to "Enter text" for the value. If you select the Error metadata field, the value choices will be True or False in a dropdown in the Value column.

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Expand
titleClick here for a list of the buttons on the Submission Table and their functions

Action Button


PurposeSubmissions SelectedBehavior/Description
RefreshRefresh the submission pageN/ARe-runs the query using the filter and re-loads the current page of data. Not often needed as most changes and actions automatically refresh the results table as needed.
View/EditView or edit submission detailsOne must be selectedThis action is disabled unless one and only one submission row is selected. Double-clicking a row (desktop only) displays the submission details.
DeleteDelete Submission(s)One or more must be selected.Only enabled when one or more submissions is selected. The user is prompted with an ok/cancel dialog to make sure they want to delete the selected submissions. If ok/yes, the submissions are deleted and the filter re-run and the page of data refreshed. Only submissions in the SUBMITTED, ABORTED or ERROR state may be deleted.
DownloadDownload to CSV fileN/ADownloads a CSV data file containing rows for all of the matching submission records with all columns included. This csv file can easily be uploaded to Excel.
ColumnsShow/hide table columnsN/AUsed to show/hide columns in the  Submission Table. See below for the details.


Submission Table Columns

The Submission Table displays all of the default columns plus columns for Searchable fields configured by the form/flow designer. Click below for a list and description of the default columns.

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Expand
titleClick here for a list of the default columns in submissions


Column NameFormattedDefault ColumnDescription
SubmittedDate/timeYesTime/date of the submission
Error
Yes
A Image Modified yellow icon in the Err column indicates the data was captured but there was an issue with the request.  For example, if you set the form action property to go to a URL after the user clicks Submit but the URL is invalid, you would see a Image Modified yellow icon. Or if the form action was set to send an email but the email address was missing, this will also cause a Image Modified yellow icon to appear on the submission.
StateTextYesSubmission status: SUBMITTED, PENDING, ABORTED, SAVED, ERROR WAITING. This column displays the submission types selected in the State section of the Submissions Filter.
Error DescriptionTextYesDescription of the error if the error column is true.
Submitter IDTextYesLive Forms user ID of the logged in tenant user submitting the form or blank if the form was submitted by an anonymous user.
Submitter NameTextYesFirst and Last Name of the logged in tenant user submitting the form or blank if the form was submitted by an anonymous user.
Lock User IDTextYesIf the submission is currently locked (and not SUBMITTED), this is the user id who has it locked.
Lock DateDate/TimeYesIf the submission is currently locked (and not SUBMITTED), this is the time/date when it was locked.
Lock User Name

Displays the First and Last name of the user who has a task locked, when viewing Pending tasks.
Started DateDateYesDate when the submission was created.
 Age/DurationDays, Hours, MinutesYesFor completed submissions (State=Submitted) this is the time interval for how long it was in process - from the first incomplete submission (Pending, saved, etc.) until it reached SUBMITTED status. If the submission is currently incomplete (i.e. SAVED, PENDING or WAITING), then the time interval shows how long has it been in process so far (Age).


This image shows a PENDING submission for a Purchase Order workflow. The first step of the flow was submitted by a designer user (Submitter ID), Giorgio Armani (Submitter Name). It is currently pending approval by his manager, Jerry Mouse (Lock User Name). Jerry's

Frevvoproduct
user id is jerry (Lock User ID).


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