Live Forms v8.0 is no longer supported. Please visit Live Forms Latest for our current Cloud Release. Earlier documentation is available too.

Skip to end of metadata
Go to start of metadata

You are viewing an old version of this page. View the current version.

Compare with Current View Page History

« Previous Version 52 Next »

The initial release of Live Forms Version 8.0 will be deployed to the frevvo Cloud on 12/1/2018. A future release will be available for in-house customers.


Live Forms v8.0 contains new features that improve usability and makes designing forms/flows easier.

Here are a few of the new features included in this Cloud Only release. 

New Features:

  • Flow Designer Improvements:
    • Redesigned Flow Designer canvas displays flow routing more clearly.
    • Simplified Workflow Routing to Users, Roles or an Email Address:
      • Tasks performed by Anonymous users are now simple to design. Anonymous Task steps in a workflow are implemented as a form step that is routed to an email address.
    • Intuitive UI for Flow Step Properties:
      • Flow Step Properties wizard displays tabs for each property. Help text provides information about the property to make configuration easier. Data is validated in some fields to prevent errors.

      • Workflow designer step on-hover feature shows more information about the underlying form for linked/non-linked steps.
  • Task List:
    • View your Tasks: Users can review the tasks they completed.
    • Designers can specify a templatized value to replace "Anonymous" in tasks which are created by anon users.
    • The Task List no longer automatically refreshes every 5 minutes.
    • Tasks performed by Anonymous Users:
      • A task returned from an anonymous user shows the email address on the Task list. Audit trail entries for Email/Anonymous activities show the email address.
      • Workflows can be rejected to a step that is performed by an Anonymous user.
      • Tenant/Flow admins and the user who performed the prior step in a workflow can search the Task List for tasks waiting to be performed by an Anonymous user, perform the tasks themselves or reassign to an internal user.
      • Task returned from an anonymous user show the email address on the Task list. Audit trail entries for Email/Anonymous activities show the email address
      • "Error Access Denied. This submission has already been processed" error message now displays when clicking the link in an Anonymous Task step email more than once.
  • Refresh Searchable Fields:

    • Designers, administrators or anyone given the Edit form/flow permission can initiate a Refresh Searchable Fields process for Individual Forms/Flows to update existing submissions for changes to Searchable Fields. This no longer requires Admin privileges.
    • Refresh Searchable Fields process table now has a column to report if a batch was run for all tenants or a specific tenant.
  • Schemas:
    • The Data Source pane in the designer will now use the label annotation instead of the name in XSD elements and attributes when importing schemas into forms/flows.
    • Styling of XSD elements in the Data Source pane in the designer is now possible.
    • A new property to configure the size of the element label in the Form Designer Data Source panel.
  • It is no longer necessary to enter a single space in a Message control that is used as a spacer in a form/flow. Message controls can now be set to an empty string.

  • Data API allows custom roles to be set when creating a form. This feature is only provided when using the Delegating Security Manager in a Live Forms tenant.

  • Doc Action post failures now include the Server name.

  • The Apache Tomcat version in the Live Forms cloud has been upgraded to 8.5.32.

  • Visual Rule Builder now generates code for itemAdded if a rule contains repeating controls.

  • Flow designer functionality is not supported in the Internet Explorer 11 browser.

On This Page:


We recommend that you read the information below before you begin.

Automatic Upgrade for Live Forms Online (Cloud Hosted) Customers

Live Forms Online cloud hosted customers will be automatically upgraded on TBD. The automatic cloud upgrade will be seamless. Cloud customers should review these topics to prepare for the new version of Live Forms.

If you have any questions, please email support@frevvo.com.

Migration Considerations for Cloud Customers 

 frevvo is committed to making Live Forms more intuitive and easier to use. Version 8.0 is the first phase of this effort. More features/improvements are coming in future releases.

Redesigned Flow Designer Canvas

When you launch the Flow Designer, you will see a more intuitive canvas to create/edit workflows. Designer can quickly see how the flow is routed and have easy access to the properties for each workflow step. 

The new canvas:

Existing workflows will automatically be converted to the new format when the Cloud is upgraded. No worries - at runtime your existing flows will work as before but they will look different when you edit them in the Flow Designer.

Easily Add an Anonymous Step to your Workflow

Anonymous steps in a workflow are steps that are performed by an non-authenticated user. This means the user does not have to login to Live Forms to perform their step in the workflow.  

This a common workflow scenario. Some examples are:

  • a Membership workflow that requires reference letters from an external person.
  • a Purchase Order Approval requiring the customers review and signature.
  • a workflow that is sent to an External Vendor for a Quote.

Anonymous steps are simply form steps that route to an email address in version 8.0. That's it.

Create an anonymous step in your workflow by following these simple steps:

  • Create the step you want the recipient to see or link to an existing one.
  • Click on the step then click the Edit Step Properties icon
  • Navigate to the Assignment tab.
  • Enter a valid email address in the Assign to Email field. Leave the Assign to User and Assign to Role fields blank. Only one email is allowed. Live Forms checks that the entered address is in the correct format for email. An error displays if it is not. 
  • You can use Control Templates in the email field so that it’s dynamic. Enter the left curly brace - { - then start typing the control name and a pick list will appear with matching controls. Selecting the control form the list enters it into the field with the closign curly brace - }  
  • Customize the email that the anonymous user receives. Control Templates can be used in the email Subject and Message for dynamic behavior as well.
  • Click Submit.

At runtime, the value in the Assign to Email field is evaluated and an email that contains a link to the anonymous step is sent. The recipient clicks the link to perform the anonymous step. Logging into Live Forms is not required.

  It is no longer a requirement to set the Who can start the form/flow permission to Anyone (No login required) - called Public in previous releases. The anonymous step will work with any of the Form/flow Visibility choices.

Designers can now design a workflow that rejects to an Anonymous step. See below.

The Modify a Task feature now allows Tenant/flow administrators to reassign an anonymous step to a different email address.

Existing workflows, created with Email/Anonymous steps, will continue to work after the upgrade to v8.0. However, the ability to reassign an anonymous step to a different email address or rejection to an anonymous step are not available for workflows created with these types of steps. Please review Migrating Flows with EMAIL/Anonymous Task Steps for information to manually migrate these flows to take advantage of the new features.

Migrating Flows with Email or Anonymous Task Steps

Designing a workflow with a step that is performed by a non-authenticated user (anonymous) were created in previous versions, by dragging/dropping an Email/Anonymous Step from the Flow Designer Palette and configuring it with an email address. The step that followed the Email/Anonymous Step was the actual form that the recipient would see. This design approach was confusing and error prone. 

It is important to know that workflows with an Email/Anonymous Task step will be supported for a limited number of releases. Designers must manually convert these workflows to the v8.0 format especially if you want to take advantage of the ability to reassign or reject to an anonymous step.

You should follow the same procedure that you use to update any other form/flow in Production. Review Administrator Best Practices if you need a refresher.

Follow these steps:

  1. Ensure there are no flows in flight for the workflow you want to update.

  2. Login to your Production tenant or the user account where your Production forms/flows are located.
  3. Download the workflow from your Production tenant or Production designer account.

  4. Upload it into a new or existing application in your test tenant or designer test account

  5. Edit the flow with the Email/Anonymous Task step.

  6. Click on the Email/Anonymous Task step.
  7. Click the Edit Step Properties icon. Click on the Assignment tab.
  8. Copy the information in the Assign to Email, Task Notification Subject and Message fields. Save this information to your desktop. Click Cancel.
  9. Click on the step following the Email/Anonymous Step.
  10. Click the Edit Step Properties icon. Click on the Assignment tab.
  11. Paste the information you copied in step 7 into the Assign to Email, Task Notification Subject and Message fields.
  12. If the Message field contains the {task.notify.url} template, change it to {task.perform.url} or {task.list.url}.
  13. Click Submit.
  14. Test the workflow.
  15. Download the updated flow from your test tenant or designer test account.
  16. Upload the updated workflow to your Production tenant. Be sure to check the checkbox to REPLACE an existing flow with the same ID. The checkbox to use existing schemas is checked automatically.



    Workflows with steps performed by anonymous users no longer require the Who can start the form/flow (called Who can use the form/flow in previous releases) permission to be set to Anyone (No login Required) (called Public in previous releases). In version v8.0, you can change the Flow Visibility to one of the other choices and the workflow with the Anonymous step will still work.

Anonymous Steps and the Audit Trail

If your workflow was created in a version of Live Forms previous to v8.0, then the step performed by the customer (anonymous user) was designed by dragging an EMail or Anonymous Task step from the Palette and dropping it on the Flow Designer canvas. Workflows designed in this manner will still work in v8.0 but the Audit Trail will show the task in a WAITING state.

In version 8.0, the same flow can be designed by simply assigning the step to an Email Address. The Audit Trail, shows the step performed by the customer (anonymous user) in a Pending state and displays the Email address it was sent to.

Refresh Searchable Fields per Form/Flow

Designers now have the ability to run a Refresh Searchable Fields for an individual form or flow. You may want to run this process to update existing submissions to reflect changes to Searchable Fields. In previous releases, this process could only be performed by the tenant or superuser administrators and could only be done for the entire instance or the entire tenant.

Administrators can still run the process, of course but version 8.0 provides a way for form/flow owners ( the designer user that created the form/flow) or any designer user given the Who can edit the form/flow permission to run it for a single form/flow. The designer can start/stop/abandon the process and view a list of processes run.

It's easy. Simply login to your tenant as a designer user and click on the Refresh Searchable Fields icon that you see on the Forms Home Page or the Flows Home Page. Follow the onscreen directions or check the docs for more details.

 

Forms Home Page


Flows Home Page

View My Task

Enhanced UI for  Workflow Step Properties

IE11  Browser no longer supported for Design

Tomcat Upgrade

You May Notice....  

Flow Visibility options descriptions have changed.

no 'anonymous task' provided in the palette

 

Live Forms In-house Customers

 The initial release of Live Forms version 8.0 will be deployed to the frevvo Cloud on December 1, 2018. Version 8.1 will be released for in-house customers on TBD.


 

  • No labels