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Section


Column

Frevvoproduct
 comes with a built-in submissions repository. The repository can run on top of most SQL databases. By default, your form data is stored in the repository and can be viewed from the Submissions page.

Filter your submissions using form data. Create Logical expressions to narrow the search for particular submissions. Fields in your form/flowworkflow, set up as Searchable fields by the designer, can be used as criteria when searching submissions. Once your Searchable fields are defined, 

Frevvoproduct
re-indexes existing submissions so you can search them using the same fields.

Additional default fields such as: error, error description, submitter id, lock user id, started date, etc. can also be selected as filters.

The Submissions view works well on mobile devices and is easily embedded in a web page and wikis such as Confluence. Customers running

Frevvoproduct
with Confluence will not see the legacy submissions view from the Confluence Screen. It is only available when you log into your
Frevvoproduct
Confluence tenant.

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The Insight Server and the Insight service must be running for the Submission view to work.

Cloud customers will see an icon for the Submission View and another icon for the Legacy submissions view. The Submission View Configuration Parameters topic discusses the ability to hide the Legacy view among other options for in-house customers. 

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The Export of submissions to Excel feature has been replaced by the Download to CSV.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.

The various items on the Submissions page are explained below.


Column
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On this page:

Table of Contents
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To access submissions for a particular form/flowworkflow, the designer who created the form (owner) navigates to the Forms and Workflows Home Page or the Flows Home Page and clicks the  Submissions icon for that form or flowworkflow. The designer can grant permission to view/edit submissions to other designers and non-designer users/roles via the Access Control feature. Non-designers granted view/edit permissions, access submissions from the Shared Items tab.

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  1. SAVED/PENDING: This will give you all the tasks which are saved or pending. This helps when you want to see all open tasks for a certain form/flowworkflow
  2. SAVED: This will return only those tasks which were created when users clicked the Save button on the form/flow workflow to save their partially filled forms
  3. PENDING: This will return all tasks which are pending, meaning someone else put these tasks in the users task list
  4. SUBMITTED: This will return all tasks which are completed, i.e. the form/flow workflow for which this task was created has been submitted
  5. ABORTED: This will return all the tasks that were deleted/aborted so the form/flow workflow never got submitted
  6. WAITING: The WAITING status can be used to find workflow tasks that have an Email or HTTP activity. A submission will show a state of WAITING  when a workflow is routed to an anonymous user and the flow workflow is suspended until the this step is completed.

Choose Search Criteria from Form/

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Workflow Data

The Other Filter Items section describes the conditions that submissions must match in order to be included in the Submission Table. Here is how the grid works:

  • Click the plus /Image Modified minus  minus icon to add/remove rows. Rows are labeled numerically beginning at 1 and are color coded. You can specify up to 100 rows of filter criteria.
  • Specify the field, condition and value for the search criteria you are adding. For most conditions, all three columns are required but there are some that may not require a value. 
  • As you add fields and conditions, they are automatically added to the logic expression field by appending an "AND" and the character of the sub-expression (A for the Date section, B for the State section or the number of the row in the filter table as appropriate). Each sub-expression is color coded for quick reference. The characters for the sub-expressions are also color coded to match the row in the grid where the expression is defined.
  • Click the Edit button to modify the logic expression.
  • Click the Reset button to clear all of the search criteria.

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The Field column includes a dropdown where you can select any fields that were specified in the Searchable fields wizard in your form/flow workflow or you can choose from default columns that are available across all form and flow workflow types. 

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.
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
workflow.
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
workflow 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
workflow 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).
Error DescriptionDescriptive text about a submission error.


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 workflow from the Fields list.

Section


Column

Condition Choices when a Date field is selected from the Fields list.


Column

Condition Choices when ProjectName, a text field in the Expense Report workflow, is selected from the Fields list.


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The values entered into the Value Column depend on the field type and also sometimes upon the condition chosen. Click below to see a table of the allowed values for Field Type(s) and conditionsand conditions. The Values column is not case-sensitive, so entering "apple," "Apple," or "APPLE" will return the same list of results that contain those letters either upper- or lower-case.

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/flowworkflow, 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 workflow designer. Click below for a list and description of the default columns.

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The table list the describes the default columns that appear in the Submission Table. You cannot change the order of the default columns but you can Show or Hide them in the Submission Table.

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.
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).
Error DescriptionTextYesDescription of the error if the error column is true.


This image shows a PENDING submission for a Purchase Order workflow. The first step of the flow workflow 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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In addition to the default columns, the Submission Table contains columns for each searchable field setup for the form/flowworkflow. Notice the Report Date, Project Name, Employee Name, Reviewer, Expenses Approved, Paid On Date and Check in the Expense Report workflow submission shown in the image. These columns are generated by fields in the workflow configured as Searchable fields.


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Clicking the Columns button in the Submission Table, allows the user to toggle the visibility of each table column. Initially, all columns are visible indicated by displaying their respective button in yellow. You will see the default columns and columns for each of the Searchable fields defined in the form/flowworkflow.

Clicking a column toggles it to grey to indicate that it is not visible. Clicking it again toggles to visible/yellow. As you check/uncheck columns, the columns in the table change as appropriate.

Once you select your columns, the modified column view displays until you go back to the Forms /Flow Home pagesand Workflows Homepage. If you redisplay the submissions, the original column view displays. If you use your computer function key to refresh the screen, the original column view displays. Use the Refresh button on the Submissions Table if you require a refresh.

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When you click the  Submissions icon, you will see submissions for the previous month for that form/flowworkflow. Notice the View/Edit and Delete submission buttons are greyed out. Checking the checkbox preceding the submission in the table enables these buttons.

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  • The Data Tab shows the user’s view of the data. This means for money controls you’ll see dollar signs, decimals and commas, for example. The Label column corresponds to the labels on your form, and the Value column shows you what the user entered in each control. This tab is view-only; you cannot edit any data shown here. This tab displays only form fields setup as Saved Fields in the form designer. If you do not see a specific form field then go back and edit this form to add the field to the Saved Fields tab.

    Warning

    Remember that Saved Fields are only used if you want to Export your submissions to Excel. This feature is only available from the Legacy submission view. 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.


  • The Signature Tab shows you all the users that signed the form using 
    Frevvoproduct
    ' wet and digital signature features.
  • The Documents Tab shows you the exact XML document that was generated when the form was submitted.

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One of the attachments is a Wet Signature image. Clicking on the Signature tab lists the manager, Jerry's digital signture and the and wet signature image of the new employee. The signature image can be downloaded from the Data or Signature tabs of the form submission. There you will find information about any digital signatures that were stored with the form. See Electronic Signatures for more information.

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Currently the layout/style for submission pdfs depends on where the last activity is submitted. For Example, If the first activity in a flow workflow is submitted from a space and the second activity is performed directly from a Task List outside the space, the submission PDF renders in the layout/style the Task List uses. If the last activity in a flow workflow is submitted from a space, the submission pdf renders in the space's layout/style.  

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If a mapped pdf has a severe mapping error such as (Invalid E-form field), the flow workflow will submit and the pdf is generated. The submission is marked in error with  a  icon in the Submissions table. You will see the error: "One or more generated PDF forms generated with mapping errors.  Some information may be missing." on the submission.

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If the Insight Server is down, submissions for ALL of your forms/flow workflow will no longer display. You will not see the error icon or any error description in the Error or Error Description columns.

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Forms configured with a Doc URI will not execute the Doc URI when you edit  the submission. The data displayed when you edit a form/flow workflow submission is from the submission data at the point in time when the form was originally submitted. Any Doc URIs will not execute and thus will not refresh data from your backend system. 

When you click submit on the form/flow workflow the data in 

Frevvoproduct
submission repository with be updated with the new data. If the form properties are set to save a PDF then the PDF will also be replaced. You must perform a refresh to see the updated information for Searchable fields for forms/flow workflow on the Data tab after editing a submission.

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The designer can grant permission to view/edit submissions to non-designer users via the Access Control feature. Once permission is granted, submissions are accessible as Shared Items. It is also possible to build your own application project that enables editable access to non-designers using the Data API.

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This submission view does not expose the submission id. The submission id is needed in order to instantiate a form/flow workflow from a submission. You will need to use the submission legacy view to collect the submission id for a submission. Refer to the Instantiate Older Submissions on the Submissions Stored Inside of Live Forms - Legacy View page for the details.

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Who Can Delete submissions

The form/flow workflow owner ( the designer who created the form/flowworkflow) and any user given the Edit Submission permission by the designer, can delete submissions in the SUBMITTED, ABORTED and ERROR states.

The tenant admin, flow workflow admin or the flow’s workflow’s designer/owner can delete submissions in the PENDING, SAVED or WAITING states in addition to submissions in the SUBMITTED, ABORTED and ERROR states,.

Deletions of PENDING, SAVED or WAITING submissions are first aborted then soft deleted.  Users given the Edit Submission permission that are not the tenant admin, a flow workflow admin or the designer/owner of a form/flow workflow will see this error when attempting to delete submissions in these states.Image Removed

Image Added

The ability to delete PENDING, SAVED or WAITING states is not available in the Legacy Submissions View

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Submission data can be exported to a CSV (comma separated value) file that can be easily opened in Microsoft Excel. The contents of the csv file depends on the submissions that are displayed in the Submissions Table. The default columns and any form fields designated as Searchable fields appear as columns from left to right in the csv file.

Tip

Verify that your Searchable fields are properly set up in the form/flow workflow and that you see the expected columns in the Submissions Table before Downloading to CSV.

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  1. Perform the submission query so the data that you to download displays in the table. The default columns in the submission table appear in the spreadsheet even if you are not displaying them in the table. Hide the columns in Excel if you do not want to display them in your spreadsheet.
  2. Click the Download button to save the csv file.
  3. Open the file in Microsoft Excel.
  4. Show/Hide columns in the spreadsheet if desired.

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  1. Cloud Customers:

    1. The maximum number of Searchable fields is 20 per form/flowworkflow

    2. Edit each form/flow workflow where Export to Excel is configured
      1. Click the Setup Searchable Fields link

      2. Click the Saved Fields tab and review the fields previously set up as Saved Fields

      3. Click the Searchable Fields tab and add every field into the Searchable Field list that was in the Saved Fields list

      4. Save your changes

    3. Email support@frevvo.com to request that the Refresh Searchable Fields  process be run on your tenant if you want to update older submissions with the changes.

  2. In-house Customers:
    1. If you have forms/flows workflows exporting more than 20 fields to Excel, add the frevvo.max.searchable.fields parameter to the frevvo.xml file

      1. Change the value to the number of searchable fields that you want.

    2. Edit each form/flow workflow where Export to Excel is configured

      1. Click the Setup Searchable Fields link

      2. Click the Saved Fields tab and review the fields previously set up as Saved Fields

      3. Click the Searchable Fields tab and add every field into the Searchable Field list that was in the Saved Fields list

      4. Save your changes

    1. Manually run the Refresh Searchable Fields process if you want to update older submissions with the changes.

     

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To change the order of the columns created from the Searchable fields in your form/flowsworkflows:

  1. Change the order on the Searchable fields tab using the setup wizard
  2. Create a new submission to reflect the new column order in the Submissions Table.
  3. The csv file will reflect the new column order.

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Frevvoproduct
 provides a complete API for interacting with the system. Using the API, you can query submissions, download submission PDF/XML etc. Using the API is documented in its own Tutorial.