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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

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. Fields in your form/workflow, set up as Searchable fields by the designer, can be used as criteria when searching submissions.

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Frevvoproduct

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You can also filter by default fields such as

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error, error description, submitter id, lock user id, started date, etc.

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

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Cloud Customers will see options for both View Submissions and View Submission View (legacy). On Premise Customers have the options to hide the legacy view, among other configurations. The Submissions view works well on mobile devices and is easily embedded in a web page and wikis such as Confluence.

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with Confluence will not see the legacy submissions view from the Confluence Screen. It is
Frevvoproduct
Warning
  • The Export of submissions to Excel feature has been replaced by Download to CSVYou can still use the Export to Excel feature by accessing it from the Submissions Legacy view.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.
  • 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 Image Removed icon for the Submission View and another Image Removed 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The Export of submissions to Excel feature has been replaced by the Download to CSV.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.

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On this page:

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Accessing Submissions

To access submissions for a particular form/workflow, the designer who created the form (owner) navigates to the Forms and Workflows Home Page and clicks the Image Removed Submissions icon for that form or workflow. 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.

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

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Searchable Fields

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.

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Frevvoproduct

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titleClick here for information about Searchable fields...

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Submissions View

When you click the Image Removed Submissions icon a Submissions view consisting of two sections displays:

  1. Submissions filter section
  2. Matching submissions results table.

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Submissions Filter

The Submissions filter section contains:

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Submission From Date and To Date

The two date controls specify the time period for the submissions you see. The dates default to the current date and one month earlier, so you see one month of submission results when the Submissions page first displays.  Adjust the dates if you want a shorter or longer time period.

Submission Status

The Submissions table will show submissions in the following states: SUBMITTED, SAVED  PENDING, ABORTED, ERROR and WAITING. Simply check the appropriate check box in the State section. For example, It would be easy for a manager to check  the current status of Expense Report approvals by checking one or all the submission types in the State box. The Submission Table dynamically changes as the submission state choices are checked/unchecked.

Here is an explanation of the available states:

  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/workflow
  2. SAVED: This will return only those tasks which were created when users clicked the Save button on the form/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/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/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 workflow is suspended until the this step is completed.

Choose Search Criteria from Form/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 Image Removedplus /Image Removed 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.

Let's take a closer look at the columns in the Other Filter Items grid.

Field Column

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

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titleClick here for a list of the default columns

Default Columns

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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.

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

Data Type(s)

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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.

Value Column

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 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.

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

Field Type

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Accessing Submissions

To access submissions for a particular form/workflow, the designer who created the form (owner) navigates to the Forms and Workflows Home Page and clicks the Image Added Submissions icon for that form or workflow. 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.

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

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Searchable Fields

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 re-index your existing submissions so you can search them using the same fields.

Submissions View

When you click the Image Added Submissions icon a Submissions view consisting of two sections displays:

  1. Submissions filter section
  2. Matching submissions results table.

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

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Submissions Filter

The Submissions filter section contains:

  • 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.

Submission From Date and To Date

The two date controls specify the time period for the submissions you see. The dates default to the current date and one month earlier, so you see one month of submission results when the Submissions page first displays.  Adjust the dates if you want a shorter or longer time period.

Submission Status

The Submissions table will show submissions in the following states: SUBMITTED, SAVED  PENDING, ABORTED, ERROR and WAITING. Simply check the appropriate check box in the State section. For example, It would be easy for a manager to check  the current status of Expense Report approvals by checking one or all the submission types in the State box. The Submission Table dynamically changes as the submission state choices are checked/unchecked.

Here is an explanation of the available states:

  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/workflow
  2. SAVED: This will return only those tasks which were created when users clicked the Save button on the form/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/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/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 workflow is suspended until the this step is completed.

Choose Search Criteria from Form/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 Image Addedplus /Image Added 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.

Let's take a closer look at the columns in the Other Filter Items grid.

Field Column

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

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/workflow from the Fields list.

Section
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.

Value Column

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 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

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The Submission Table displays all of the default columns plus columns for Searchable fields configured by the form/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.

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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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  • 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 by Download to CSV. If you have not used  You can still use 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

    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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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. 

Most business users can safely ignore the xml, but it can be helpful when debugging a form and when integrating with another entity such as a database.

Submission Errors

If your submission has an error, you'll see an icon  in the Error column in the submissions list.You can get more information about the error in two ways:

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Warning
The Export of submissions to Excel feature has been replaced by the Download to CSV. If you have not used  You can still use 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 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.

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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.

Image Removed, 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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Numbers or Text Controls with Leading Zeros

When you open a csv file in Excel, number or text control submissions that contain leading 0's will have the leading zero removed. For example a zip code entered "06405",

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will appear in Excel as "6405".

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This happens because Excel makes assumptions about the way imported data should be formatted; usually leading zeros are mathematically insignificant, so they are removed. You can keep the leading zeros in CSV files by using Excel's Text Import Wizard. (These instructions may vary based on your Excel version.)

  1. Launch Excel Spreadsheet. Click the Data tab. 
  2. Click the From Text/CSV icon. Use the file manager to locate the CSV file you want import.

  3. Click Import.

  4. Select Comma from the Delimiter dropdown. 
  5. Click Transform Data.

  6. Select the column(s) that contains the data with leading zeros. Change the Data Type to "Text". The preview will refresh to show your data with leading zeros.
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  7. Click Close & Load.

Submissions View on Mobile Devices

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