To access submissions for a particular form, navigate to the Forms Home Page and click the submission button for that form.
The various items on the Submissions page are explained below.
On this page:
The submissions repository can store your form data in three ways -- as data values; as an xml document; as a pdf form image. By default for efficiency, data is only stored as xml. If you plan to export your form data to an Excel spreadsheet or plan to view your form data in the submission detail view you must configure your form to save the data field values. See the documentation for setting up key/saved fields.
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.
The graph shows you how many submissions you’ve received over a given time period. The green bars provide a breakdown of exactly when you received the submissions. Hover over any green bar to display a tooltip submission count.
Other important details about the graph:
- The graph reflects the time period you see in the two date controls.
- The time increments along the bottom are calculated automatically to make sense for the time period you view--seven days for the weekly view, for example.
- The green bars (period) reflect the number of submissions in a given period.
- The <<day>>, <<week>>, <<month>> or <<year>> links above the graph are shortcuts to quickly change the date range. The graph will show you the most recent period—for example, if you click <<week>>, you’ll see a week’s worth of submissions, starting from a week ago up to the current date. The dates you see in the To Date and From Date controls also will be adjusted automatically.
- The unlabeled << link to the far left moves the date range back. The exact behavior depends on the dates in the date controls before you click the link. If the date range is May 11th to May 15th, for example, clicking the << link will move the range back to May 7th to May 11th. Similarly, clicking the >> link slides the date range forward.
The Submissions table at the bottom of the page lets you see the key field values for each submission in the selected date range. The table displays the most recent 20 submissions in the selected range. Use the scroll controls at the bottom of the table to see the next 20 submissions or to jump to the first of last batch of 20 in the selected date range.
By default the submission table also displays columns for status, submission date, submitter name and form version. The submitter name is the Live Forms user ID of the logged in tenant user submitting the form or blank if the form was submitted by an anonymous user. The version tells you how many times you have edited the form. This is helpful if you have updated your form and need to track how many users submitted the newest version. (When you create a form the version number starts at 1 but Live Forms increments the version each time you revise your form.)
A 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 yellow icon. Or if the form action was set to send an email but the email address was missing, this will also cause a yellow icon to appear on the submission.
In addition to the default columns, the table contains a column for each key field that you setup for this form in the designer. If you are viewing a date range that contains multiple form versions and you changed the key fields from one version to the next, you will see a column for both the new and old key fields. If the key field is a repeat control or table control item, the data will appear as a potentially sparsely populated comma separated list of values.
You can show or hide additional default column data by hovering over any column header and clicking the dropdown arrow that appears.
To view a particular submission results document, double click the submission row of interest in the table. You will see a Data, Signature and Document Tab. Click X to exit the form.
- 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.
- The Signature Tab shows you all the users that signed the form using Live Forms' signature features.
- The Documents Tab shows you the exact XML document that was generated when the form was submitted.
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.The image below also show W4-pdf and the 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.
Two of the attachments are Wet Signature images. You can also see the signature information by clicking on the Signature tab. The signature images 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.
You can find information about implementing a work-around that will allow international characters in submission PDFs here.
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 if you are using IE9+ as your browser. Clicking on the attachment in the Live Forms submission repository does not save the uploaded zipfile as a zipfile. Instead, it will save it as a file named Upload91. 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.
Currently the theme for submission pdfs depends on where the last activity is submitted. For Example, If the first activity in a flow is submitted from a space with the Nouveau Blue theme and the second activity is performed directly from a Task List outside the space, the submission PDF renders in the Nouveau theme which is the default theme for the Task List uses. If the last activity in a flow is submitted from a space, the submission pdf renders in the space's theme.
Viewing XML Documents
Live Forms always stores your form data as XML documents. To view the XML data, click the Documents tab in the Submission Details panel.
Dates will be stored in the YYYY-MM-DD format and time values will all be converted to a canonical UTC timezone in the XML document. Date/Time values will be converted to the XML standard YYYY-MM-DDTHH:MM:SSZ.
You will see the time values in the submission converted to UTC time represented by the (Z) or the UTC offset. For example: 10:30 browser time EDT is equal to 14:30Z or 10:30+4:00. Both are correctly formatted UTC values. The Z specifies UTC and the +4:00 is an example of the UTC offset.
If your submission had an error, you'll see an iconin the Err column in the submissions list. Hover over the icon to get information about the error.
To get more information, double-click on the submission to view its details, and again hover over theicon.
If you have a flow that has a mapped PDF with a severe mapping error such as (Invalid E-form field), the flow will submit and the pdf is generated. The submission is marked in error with aicon in the Submissons table. You will see the error: "One or more generated PDF forms generated with mapping errors. Some information may be missing." on the submission.
Submissions can be edited easily by clicking the form name rendered as a clickable URL on the submissions. Only the designer user that created the form/flow can edit submissions. In this image below click on "Order" to edit the submission.
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 possible change the submissions data. You can then edit the form data in the form. All time controls will have the values automatically loaded in your machines local timezone. The submission date/time in the image below shows May 15, 2012 1:38pm. 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 15:38:44 as America/New_York is -5 hrs from UTC.
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 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 the data in Live Forms 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 Saved/Key fields for forms/flow on the Data tab after editing a submission.
If the current version of the form is different then when the data you're editing was originally submitted then some of the data may not be visible. For example if your form contained a field for "detailed description", and the current version of your form no longer has that field as the designer removed it, then the detailed description data will exist but will not be visible/editable.
The designer can grant a non-designer permission to view submissions via the Access Control feature. It is also possible to build your own application that enables editable access to non-designers using the Data API.
Live Forms Online users can edit submissions by default. The frevvo.submission.edit.link configuration property can be modified in the <frevvo-home>/WEB-INF/web.xml file to disable/enable editing submissons for Live Forms In-house users. The web.xml file must be unzipped from the frevvo.war before it can be edited. See Installation Tasks for the details.
You can add the frevvo.submission.edit.link configuration property to the <frevvo-home>\tomcat\conf\catalina\localhost\frevvo.xml file instead of the web.xml file as discussed above. See Installation Tasks for more information. Here is an example that will disable submisson editing when added to the frevvo war settings section of frevvo.xml:
Sorting Submission Results
When you mouse over a column in the Submission area you’ll see theicon. Click it and choose from several sorting and grouping options:
- Ascending and Descending -- sorts the results in ascending or descending order, based on the column you selected.
- Columns -- this will display checkboxes with each column name; uncheck any columns you don’t want to see.
- Show in Groups: Uncheck this box if you are looking a grouped view and want to return to the default (non-grouped) view.
At any time as a shortcut you also can click the form heading to sort the results in ascending or descending order.
Viewing Submissions in Excel
In order to export data to Excel you must setup your form fields as saved fields as described here. Form fields, in the order listed on the Saved Fields list, become columns from left to right when the submissions data is exported to Excel.
Click the Excelicon at the top of the table to view the submission results in Excel. The spreadsheet reflects the submissions that are displayed in the table (filtered by date).
Selecting thewhen viewing submissions from the Shared Items tab (inside or outside of a space) on an IOS device (iPad,iPhone), may have to install an application to edit and save .xls files. This requirement is browser specific.
Forms containing repeat controls will generate multiple rows in the exported Excel worksheet for each form submission -- one row for the submissions itself plus one row for each repeat item added and filled on the form. The Excel workbook groups the data for each submissions. Thus initially it may appear that there is only a single row of data in your workbook with a "..." displayed for the repeating item. Simply click the "+" in the far left-hand side of each row to expand the group and view all your repeating data.
Here is how the Excel workbook looks when you initially open it from the Submission Repository:
Click the "+" to expand the group and see all repeating data.
You should be aware that the table control in a form defaults to three rows. If you only fill in 2 rows, the third row is still part of the submission. The export to Excel shows a blank row in the resulting spreadsheet.
If you remove the empty row from the table in the form by clicking theicon before submitting, the empty row will not display.
Columns added to the Submission Table will not show in the Excel spreadsheet. See Submission Table for information about how to add a column. For Example:, adding the form ID column to the Submission Table will not put a Form ID column in the Excel spreadsheet. This is as designed.
Time and date time values exported to Excel are submitted UTC values from the submission doc. Time data will be displayed in the Excel spreadsheet in UTC format. For Example: The Product Order Spreadsheet shows the data from two customer orders entered at 9:00 AM and 2:30 PM in the Eastern Standard Time Zone. Time data will be converted to UTC and stored in the xml document. Exporting the submissions data to Excel will show the time data converted to UTC as it is in the xml document. See the Order Time column in the image.