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Overview

Once you have designed your form/workflow, set up integrations and tested thoroughly you are ready to share, or publish, your form to end users. The sections in this page explain how your users will access your forms and workflows. Before you start, review the Best Practices for Publishing Forms/Workflows from Development to Production and the topics below.

Set Visibility

Set the visibility of a form/workflow from either the Forms and Workflows Homepage or via Access Control in the Form/Workflow's Settings mode.

Other Permissions

The designer can set other permissions via the Access Control wizard such as roles and users that can edit the form/workflow, view/edit submissions, view the audit trail or be designated as workflow administrators. 

Info

Access Control settings set by the designer are retained when you download/upload a form/workflow/project to another designer user in the same or different tenant and when you copy a form/workflow.

Deploying to Production

You can publish any form/workflow regardless of the Who can start the form/workflow? permission. Publishing involves sharing your form/workflow with users (e.g. via a share URL, embedding in Spaceportal, or embedding in your website). Set the Deployment State to "Production" via the Form/Workflow Settings or the Action Menu to remove the watermark and (for Cloud customers) begin counting submissions towards your license.

Editing Forms/Workflows in Production

If you set the form/workflow visibility to anything other than "Designer/Owner only" and users have begun submitting it, you'll need to use caution when modifying your form. If users access it while you are editing it, they will see error messages indicating that the page is being refreshed or that the form is invalid. 

Please see the Administrator Best Practices for Updating a Form/Workflow in Production.

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Each option is discussed below. The form's Access Control dictates it's visibility regardless of share options; if you want it to be public, be sure to select Who can start the form? = Anyone (login not required).

Three options (Embedded Form/Workflow, Full Page/Pop Up and Just the iframe) are different ways to let users submit the form from your website without having to navigate elsewhere. These options have associated code on the left which can be cut and pasted into your website. Specific instructions for the code also are provided.

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  resources, Projects, Forms, Workflows, Spaces portals and more are referenced with opaque URLs. Use of opaque URLs eliminates security issues that may have been present with URLs that exposed a designer user's id. Opaque URLs replace the user id (…/user/user.id/…) that was used in the previous format with a universally unique identifier (uuid) …/u/user.uuid/… The uuid, is a randomly generated value that is stored in .

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An example of the opaque URL for a  space  portal named mycompany is shown below:

Code Block
OLD SPACEPORTAL URL: http(s)://<server>:<port>/frevvo/web/tn/mycompany/user/designer/spaceportal/mycompany 
NEW SPACEPORTAL URL: http(s)://<server:port>/frevvo/web/tn/mycompany/u/8aa27da6-4bef-427c-92e3-6ad8d58e506a/spaceportal/mycompany

The opaque URL  can be used to determine the  designer account where a form/workflow is located. This "lookup" feature resolves the uuid to a user's id and can be very helpful when troubleshooting. The "lookup" feature is only available to tenant admins, users with the designer/publisher role or the designer/owner of the form/workflow.

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Excerpt

A designer must make changes to a form/workflow in their company space portal at the request of a co-worker. The requesting employee logs into the company spaceportal, selects the form/workflow from the menu and copies the form/workflow instance URL from the browser.  An opaque URL such as the one shown below is emailed to the designer. The designer can't remember what user, app, form/workflow name that opaque url maps to and uses the lookup feature to find the form/workflow they need to fix/enhance.

Code Block
https://app.frevvo.com/frevvo/web/tn/mycompany/u/8aa27da6-4bef-427c-92e3-6ad8d58e506a/spaceportal/mycompany?mi=12&_formTz=America%2FNew_York&locale=en_US,eng_US,eng,en

Paste the opaque URL into your browser. Remove everything after the uuid. Replace it with lookup after the slash. Press the Enter key. Login to the tenant (determined by the tenant name after the /tn in the URL) as an admin, designer or publisher user if presented with the login screen.

Code Block
https://app.frevvo.com/frevvo/web/tn/mycompany/u/8aa27da6-4bef-427c-92e3-6ad8d58e506a/lookup

The uuid is converted to the user id of the designer who owns the spaceportal.

Code Block
https://app.frevvo.com/frevvo/web/tn/mycompany/user/designer

Login to the tenant as the specified user and edit the space portal menu to get the raw form/workflow link. Remove everything after the formtype, flowtype, value in the opaque Raw Form/Workflow link. In the example shown, you would remove all characters starting with the question mark (question).

Code Block
https://app.frevvo.com/frevvo/web/tn/mycompany/u/8aa27da6-4bef-427c-92e3-6ad8d58e506a/app/_ngEekDxNEeWSMvnDVXXIRg/flowtype/_DxUxwZ8eEeScQa8_3O7FuQ?_method=post&embed=true

Add /lookup to get the project and form/workflow name.

Code Block
https://app.frevvo.com/frevvo/web/tn/mycompany/u/8aa27da6-4bef-427c-92e3-6ad8d58e506a/app/_ngEekDxNEeWSMvnDVXXIRg/flowtype/_DxUxwZ8eEeScQa8_3O7FuQ/lookup

The workflow named Example 3 - PO for Sales Review is located in the tenant mycompany, in the designer user account, in the project Purchase Order Completed.

Code Block
User: designer
Application: Purchase Order Completed
Workflow: Example 3 - PO for Sales Review
Note

In versions prior to v9.1 Projects were known as "Applications." The /lookup parameter will still return "Application" as a result populated with the Project name.

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  • showLink - If false (default), show the form in a frame. If true, show as a link and the parameters listed below can be used to customize the link.
  • linkId - id to be applied to the rendered anchor (<a>) tag. If none supplied the id will be a generated unique id.
  • linkClass - a space portal delimited list of one or more classes to be applied to the rendered anchor (<a>) tag. This can be used by the third-party web page designer to style the tag/link.
  • linkTitle - any title text to be applied to the rendered anchor (<a>) tag. This will be seen as a tooltip when hovering with the mouse. If not supplied, then the form name will be used.
  • linkLabel - any text to be used as the link. If not supplied, then the form name will be used.
  • linkTarget - if set then the form will be opened in a new tab/window. Can be any text and is the name of the target window.
  • linkThumbnail - if set to 'true', then the form's thumbnail will shown as the link on the web page.
  • imgWidth - if linkThumbnail=true, then the width of the thumbnail image. Any css units are acceptable.
  • imgHeight - if linkThumbnail=true, then the height of the thumbnail image. Any css units are acceptable.

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As users fill out forms and workflows, the values entered into form fields are cached on the  server until the form is submitted or until the user's session times out. Each time you navigate a browser to a form link you will see a new form/workflow instance. The fields on the new instance will be empty or may contain default values, values from your back-end system, or values set by a business rule. If you close your browser window/tab and open the form via the share URL again, you will again get a new form/workflow instance.

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Anonymous users can access public forms that include the save/load feature or digital signatures. These features require a login. When the anonymous user clicks to save or sign, they will be prompted with the login screen.

Approval Workflows

Approval workflows are very easy to automate in . The requester fills out the original form (or set of forms) electronically and the workflow is then routed it to the appropriate person or persons according to the desired business scenario. They’re notified with an email and can take action instantly using any device e.g. instant approval using a smartphone. E-signatures are collected and PDFs can be generated along the way.  offers multiple integration options so you can save your data. 

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Approving a Task

Reviewing a task for approval is very easy in  using the Task List. The approver can use the Quick Approval or the Perform icons to display the approval step. Quick Approval displays a Quick View of the task without displaying the entire form. It allows the user whose responsibility it is to review the task (manager, supervisor, reviewer, etc.) to add a comment, approve or reject, sign, and pass it to the next user in the workflow. This works well on mobile devices. If the approver wants to see the entire form they can click the Details button.

 Follow these instructions to approve a task for the workflow that you downloaded:

  1. Access the workflow from your spaceportal. Log in to . 
  2. Click the appropriate tab then select the workflow from the choices.
  3. Run the workflow to a step that requires approval (manager, VP, Payroll.) 
  4. Check the email for any user whose role is 'manager'. Click on the link in the email.
  5. Log into  as the user that can perform this step. 
  6. Click the Important Items tab and then click on the Task List.
    1. For quick approval, click the Quick View icon. If the task does not have a  Quick View icon, click the  Perform icon. Notice the task is now locked so no one else can review it.
    2. Here is an example of Quick Approval for the Expense Statement workflow. If the approver wants to see the Expense Statement first, then click the Details button.


    3. Sign if required. If you clicked on the Quick View icon, click the Approve button. A "Please Wait" message flashes and the "Task successfully approved" message displays. Logout. 
  7. If you clicked on the Perform icon, fill in the required fields then click the button on the screen to advance to the next step or complete the workflow. The label of the "Continue" button may differ as this is customizable by the workflow designer. The task disappears from the task list.
  8. If the workflow has additional steps, check for a task notification email with a link to the task for a user who can perform that step, then log in if required. For example, the third step in the Expense Report workflow is performed by a user with the role of Finance and the final step is performed by a user with the role of CFO. 
  9. Complete the remaining steps for the workflow. Logout. 

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Follow these steps to Save a form:

  1. Logon to your  space your  portal as f_tom.
  2. Select a form/workflow from the tab you created. Fill in some parts of the form/workflow but do not complete it. Click the Save button. The "Save Successful" message will display.
  3. Click the  icon to display your Saved forms.
  4. Click the Perform icon. Add some more information but do not complete. Click the Save button. The "Save Successful" message will display.
  5. Save the form a third time then complete the form/workflow.

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