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A Shared Items link is added to newly created Spaces automatically and can be added to existing spaces.

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Searchable Fields

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Initially, the Submissions Filter section is collapsed. Click on the blue arrow to expand it.
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Submissions Filter

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  • Section A - From Date and To Date fields to specify a date range.
  • Section B - Check the status of the submissions you are searching for
  • Other Filter Items section - setup your search criteria, including the capability to edit the logical expression used as the search criteria.
  • Reset button - To start over with a new set of filter criteria, click the Reset button. This will clear all criteria, including the from/to dates, state and all rows of the other filter items.
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    When the expression or any of the sub-expressions change in any way, the submissions query is automatically re-run and the results are updated in the Submissions Table.

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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.
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/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 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/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.


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Condition Column

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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/workflow from the Fields list.

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Column

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


Column

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


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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/workflow, 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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Info

A Date/Time field with the "is within last" condition selected, requires a special time duration entry. The duration must be entered in this format: Years:Months:Days:Hours:Minutes. Fields to the left may be omitted. For example, if you were searching for submissions that were submitted within the last 2 hours you can enter 02:00 or as 2:0. To search for submissions created within the last 2 months and 12 days, enter 02:12:00:00.
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If you enter an invalid value, an error will display with instructions: 

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Editing the Logical Expression

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For example, let's say you have a Job Application that has 3 submissions:
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You want to display the submissions that were submitted on November 7, 2016 or any of the applicants that live in Connecticut (Home Phone Area Code is 203):

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At this point, the expression displays only one submission that has an Acknowledgement Date of 11/7/2016 AND has a Home Phone number that begins with an area code of 203.
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This is not the expected results. To display the submissions that were submitted on November 7, 2016 OR have a Home Phone number that starts with an area code of 203, the logical expression has to be modified.

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The submissions that match the Date range and State conditions and either were submitted on November 7, 2016 OR contain a Home phone number that starts with an area code of 203:

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Upon selecting the Save button, the logic expression is parsed for correctness. If there is any parsing failure, an error message describing the failure is displayed and the screen remains in edit mode. If there is no error, then the screen returns to read-only mode.
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Recap

In summary, let's say Jerry, a manager wants to create a submission query to check the status of all Expense Reports for Sales Demonstrations performed by the Sales department within the last month:

  • Make sure you have a field in your Expense Report to specify the Project Name - for example, a dropdown with Infrastructure, Sales Demonstration and Customer Meeting options.
  • Make sure Jerry has been granted permission to view submissions in the Access Control List for the Expense Report workflow.
  • Create a Space and distribute the link to the Space to Jerry
  • Jerry access the Space and logs into
    Frevvoproduct
    .
  • Jerry clicks on the Important Items tab in the space.
  • Jerry clicks on the Shared Items tab.
  • Jerry clicks the Image Removed Image Added Submissions tab for the Expense Report workflow.
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  • On the Submission Filter screen, Jerry selects:
    • The Project Name field from the Fields dropdown
    • The contains condition from the Condition dropdown.
    • Types "Sales Demonstration" in the Value column.
    • In the Submission Table, Jerry can quickly see that Ricard Walker has saved an Expense Report for a Sales Demonstration to his Task List, Maria Myers has an Expense Report for a Sales Demonstration pending approval and an Expense Report for a Sales Demonstration was completed for Deborah Morris.
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Submissions Table

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  • The results are displayed a page at a time. The Previous, Next page buttons  and individual page links, located in the lower right corner, can be used to "page" through the submissions.
  • Select the number of submissions to display on a page from the choices in the Show 10 entries dropdown in the upper left corner. The default is 10, with 25, 50 and 100 being the other available sizes.
  • The Record/Page summary appears on the lower left of the table . This details the records being shown on the current page and the total records matching the criteria.
  • To select an Individual submission, check the checkbox next to that submission in the Select column (second) in the table. Checking the checkbox in the Select column header, selects  all submission records in the table. This action toggles the selection state of all rows in the table.
  • The table is responsive and only displays columns it can fit on the display. Additional columns can be viewed by clicking the plus icon. The overflow columns are displayed in this secondary row. The overflow columns will wrap if necessary.
  • Most columns in the table can be sorted. Clicking on a single column determines the sorting direction (ascending/descending) for all the sortable columns. An example of a column that cannot be sorted is Age/Duration. See below for the details.

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Some of the Action buttons on the upper right of the Submissions Table require the selection of one or more submissions while others do not. Click below for a list of the buttons and their functions.

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This image shows a PENDING submission for a Purchase Order workflow. The first step of the 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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Searchable Field Columns

In addition to the default columns, the Submission Table contains columns for each searchable field setup for the form/workflow. 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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You can change the order of the Searchable Field columns by moving field positions in the Searchable Fields wizard. The changes will not reflect in the Submission Table until a new submission is created or existing submissions are resubmitted.

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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/workflow.
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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.
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Once you select your columns, the modified column view displays until you go back to the Forms and 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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To view a particular submission results document, double click the submission row of interest in the table.

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You will see a Data, Signature and Document Tab. Clicking on the X closes the submission detail popup.

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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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Viewing Attachments & PDF Images

Scroll to the bottom of the Data Tab to see all attachments uploaded to the form submission. If you selected Save PDF for this form in the form designer, you will also see an attachment named <form name>.pdf. This is an image of your form exactly how the user saw it when they filled it in and submitted it to you. Remember, decorators and placeholders do not appear in PDF's. The image below also shows W4-pdf and I-9.pdf attachments. These are additional Pixel Perfect PDFs generated for the Employee's Withholding Allowance Certificate and the Employment Eligibility Verification federal forms. Click the links on the Data Tab to view the PDFs or attachments.

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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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Info

Selecting zip as the Restricted/Mime type, uploading a zipfile and submitting the form may exhibit some unexpected behavior when downloading the zipfile from the submission. Clicking on the attachment in the

Frevvoproduct
submission repository does not save the uploaded zipfile as a zipfile. Instead, it will save it as a file with an unrelated name e.g. Upload91 or ProfilePicture. As a workaround, you can open the file using winrar.exe and then save it or simply use right click and and select the 'save as' option if it is available.

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Frevvoproduct
 always stores your form data as XML documents. To view the XML data, click the Documents tab in the Submission Details panel.

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Dates will be stored in the YYYY-MM-DD format. There is no conversion to UTC timezones for the time control in the XML document. Date/Time values will be converted to the XML standard YYYY-MM-DDTHH:MM:SSZ. 

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  • Hover over the icon
  • Display the Error Description column. The Error Description column is the last default column in the Submission table.

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Another way to get information about the error is to double-click on the submission to view its details, and again hover over the  icon.

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If a mapped pdf has a severe mapping error such as (Invalid E-form field), the 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.

Note

The Error Description column is the last default column in the Submission table.

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If the Insight Server is down, submissions for ALL of your forms/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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The tenant admin receives an email to alert them that the submission never reached the Insight Server.

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The following error is logged in the In the <frevvo-home>\tomcat\logs\frevvo_YYYY-MM-DD.log,

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Reports will show the message "No data available in table". Once the Insight server is restarted, the submissions will show in the Recent Submissions report and submissions will redisplay reporting the error. Remember, the Error Description column is the last default column in the Submission table.
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Editing Submissions

Only submissions in the SUBMITTED state can be edited. If you have the correct permissions, submissions can be edited easily by clicking the form name rendered as a clickable URL on the submission. In this image below click on "Product Order Form" to edit the submission.

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This will reload the current version of the form with the data from this old submission. If the form is linked to any back end systems (via Doc URIs) these links will not execute as it would possibly change the submissions data. You can then edit the data in the form. All date/time controls will have the values automatically loaded in your machines local timezone. The submission date/time in the image below  shows Aug 21, 2014 2:42 pm. This date/time is the timezone where the form server was running when this form was originally submitted. The <OrderDate>2012-05-15T20:38:44Z</OrderDate> is the date/time value in the OrderDate form field converted to UTC timezone. When this form loads, if the browser's timezone is America/New_York, the OrderDate control will display the value 16:38:44 as America/New_York is -4 hrs from UTC on a date where Daylight Savings Time is in effect.

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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/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. 

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Frevvoproduct
Cloud users can edit submissions by default. In-house customers can turn off the edit link for all users by modifying the frevvo.submission.edit.link configuration property in the <frevvo-home>/WEB-INF/web.xml or the <frevvo-home>/tomcat/conf/catalina/localhost/frevvo.xml files.

Instantiate Older Submissions

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Restarting a Workflow

To restart a workflow that has already been submitted:

  1. Logged into frevvo as the flow/form designer user and edit the submission.

  2. Once you have the submission open, click the "Save" button. This will save it to your (workflow designer's) task list.

  3. Go to your task list and click "Modify this Task."

  4. Select the first step of the workflow.

Instantiate Older Submissions

This submission view does not expose the submission id. The submission id is needed in order to instantiate a form/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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Columns in the Submission Table that are sortable display the Image Removed Image Added up and down arrow icon in the column header. Clicking on the up section of the arrow icon in one column sorts all the columns in the table in the ascending direction. Clicking on the down section of the arrow icon in the column header in one column sorts all the columns in the table in the descending direction. This icon can also be used to toggle the sort direction. Submitter Name, Lock User Name and Age/Duration columns are not sortable.

At any time as a shortcut you also can click anywhere inside the column header to toggle the sort of the results in ascending or descending order.
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Changing the sort of a column from a submission table page > 1, goes back to page when when displaying the results. This is as designed.

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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 workflow admin or the designer/owner of a form/workflow will see this error when attempting to delete submissions in these states.

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

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To delete all the submissions on the page, check the checkbox in the select column header then click the Delete button.
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You will be asked to confirm
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To delete a single submission, check the checkbox preceding the submission in the table. Notice the View/Edit and the Delete buttons become enabled. You will be asked to confirm.

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Users that are not granted permissions to delete submissions see this error:
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A successful deletion displays the following:
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Download Submissions to CSV file

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Click the Download button icon at the top of the submissions table to download the csv file. The message below displays:
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If you open the csv file using a text editor the file will look like this:

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If you open the csv file with Microsoft Excel, the file will look like this: Note the Date of Invoice, Last Name, First Name, Phone, Product and Email columns are set up in the form as Searchable fields and reflect the data in these fields.

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For example, let's say your requirement is to upload submission data from

Frevvoproduct
to a different website.

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Consider an Airline reservation form where the number of traveler information sections displayed or the number of rows in a table is based on the number of airline tickets purchased. A section named Travel Information inside of a Repeat is designed to collect information about each traveler. Travel No, First Name and Last Name are set up in the form as Searchable fields.
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The Submission Table shows the submissions. Several columns are hidden for this example.

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The csv file is shown in the image:
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Info

Columns in a table can be designated as Searchable fields. If you change the Repeat Control to a Table in the Airline Reservation form discussed above and specify the TravelNo, First Name and Last Name columns of the table as Searchable fields,  the submissions view and the csv download will be the same as shown for the form with a Repeat control.


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Airline Reservation Form with a Table Control


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Airline Reservation Form Submission View


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CSV Download for the Airline Reservation Form with a Table control


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For Example: The Product Order Spreadsheet two submissions: one customer order entered on October 14, 2016 at 2:30 PM and another on November 14, 2016 at 10:30 PM in the Eastern Standard Time Zone
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Viewing the Documents tab in the submission details for the November order, notice the Order Date and Time is expressed in UTC while the separate Date and time fields are stored as expected for those datatypes.
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Even though the Data and Time fields are stored in the xml as shown above, when you export the submissions, Date,Time and Date/Time controls are displayed in UTC in the csv file and in Excel. Note the -05:00 indicates Eastern Standard Time while the -04:00 represents Daylight Savings Time.

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Submissions View on Mobile Devices

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The "Other Filter Items" grid renders with a vertical layout of field, condition and value.
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  • Values are selected from a wheel scroller user control that displays when the user touches the field.
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  • The matching submissions grid/table only displays columns it can fit . Click the plus icon to view additional columns.
  • The Action buttons (Refresh, View Submission Details, Delete and Show/Hide columns) do not have text labels on phone screens (<640px). Also,
  • The page size selector and individual page selection buttons do not show on smaller screen sizes (<640 px).
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Info

Viewing submissions from the Shared Items tab (inside or outside of a space) on an IOS device (iPad,iPhone), may require an application to edit and save Excel.xls files. This requirement is browser specific.

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