The Guided Designer Settings mode displays the Properties Wizard, where you can configure form/workflow settings, the user experience, and what happens to submissions and data. Form and Workflow Settings are very similar, but some tab names will reflect either "form" or "workflow" respectively. Additional property differences are outlined in the sections below.
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- If you are working on several tabs at one time, you can navigate to other tabs and make changes there. Your changes are temporarily saved while you switch between forms, or even between the Settings tab and other Guided Designer modes (Workflow, Form(s), Rules, PDF Mapping). Click Save
to permanent save your changes. - will validate the Property Settings when you select a different Guided Designer mode or use any of the Save options (Save, Save and close, Save and test). If a property value is invalid, the tab(s) will not close and a message will display telling the designer that there are corrections to be made before saving. CLOSE returns you to the current tab if there is a validation error. Otherwise, another invalid tab will be auto selected (starting from left to right) if another tab needs attention. Tab labels with invalid entries display in red. DISCARD & CLOSE dismisses your changes and returns you to the current tab. You can now navigate elsewhere.
Image Modified - Hover over any field on the Properties tabs to see a helpful hint providing information about the property. Some fields contain instructions to guide you.
- Clicking on the
down arrow for a property shows an unfiltered list of choices applicable to that property. For some properties, you may see templatized controls from your workflow and workflow/special templates provided in . In some cases, you can type ahead to narrow down the list. Use the up/down arrows, the Enter key or click an option with your mouse to select an option. Use the Backspace, Delete or click the x on a selected property to delete it. - Typing a opening curly brace into some fields, followed by the name of a control, show a list of the fields in your workflow that match the entered text and will be added to the field as a control template.
- On some tabs, you may have to slide the
toggle to the right to turn on a feature.
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Users who have access to the Submissions Repository will see forms/workflows in the SAVED status in the submissions table. Users with access to the Audit Trail can use it to see which user saved the form/workflow and when.
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The submissions repository can store your form data in three ways: 1) as data values, 2) as an xml document, and 3) as a PDF snapshot. 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 repository detail view, you must configure your form to save the data field values. See the documentation for setting up Searchable Fields. Also see the documentation for viewing your data in submission repository. |
Save on Navigate
(Workflow Settings only)
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This property can only be checked if you also have the Save property checked. When checked, a PDF image of the file is also saved in Live Forms' submission repository or to Google drive. See submissions repository documentation for details on viewing the PDFs. Notice all controls, including those disabled or in a signed section, are no longer grayed out in the PDF.
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The Fast Finish button on an iPhone or iPad is accessed via a dynamic action menu that is activated by the right-most button in the top button bar. The action menu drops down below the button and floats above the form. If Fast Finish is not selected for the workflow or on the current step, then the action button and menu are not present at all.
Captcha
(Form Settings only)
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Live Forms can be used to build accessible forms/workflows that meet Section 508 and WCAG 2.0 accessibility standards. Check the Accessible property to turn on this feature. Refer to this documentation for the details.
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Use the Searchable Fields tab to set up fields from your form to use as task and submission search criteria. They also define which form data you will see in your submissions table, the order of the columns in the submissions table, and which data gets exported in the submissions CSV download. Follow the instructions below to setup the Searchable Fields for your form. Click the Submit button to save the changes.
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Setup Searchable Fields
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Searchable fields configured for a form or workflow are the fields that may be used to filter submissions in the submissions view. By default, all your data is saved as an XML document. This is the most efficient way to store/access your data both in terms of speed as well as storage. However, if you prefer to view your data via the submissions user interface, you can choose which fields are available to the user as search criteria in addition to the XML data. Searchable fields are indexed for easy search of form/workflow Submissions. They can also be used when searching Tasks on a user's Task List. You will see columns for the controls in your form/workflow designated as Searchable fields in the Submissions table. This is helpful when trying to locate a particular submission from a long list. Searchable Fields are downloaded into the Submissions Download to a CSV file along with the submission default columns. Cloud customers can configure up to 20 Searchable Fields. In-house customers can change change the default value by adding the frevvo.max.searchable.fields configuration parameter to the <frevvo-home>\tomcat\conf\Catalina\localhost\frevvo.xml file.
Designers should carefully consider which fields to designate as Searchable fields. The selection of the correct fields as search criteria can be very helpful with submission and Task List searches. The wizard displays the fields from your form/workflow. Only controls that are considered form data will be listed. For Example, the link, signature, image, upload, trigger, section, PageBreak, Message, Form Viewer and video controls will not show up in the Searchable field lists as there is no value to save or query against. Also, group controls (tabs, panels, repeats) will not show up on the list of Available Fields. | Note |
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We do not recommend using columns from Tables or Repeats as Searchable fields. The data will be hard to interpret since there can be multiple data values for the same field. - Do not select a Textarea field as a Searchable Field if the amount of text stored in the field is greater than 32k.
Searching submissions using a Repeat control from schema is not supported. - If the value of a field contains the < sign, the data in the Submissions Table will be incomplete. For example, if the value = a<b only the "a" will show in the Submission Table.
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Move the fields that you want to use as search criteria from the alphabetical list of Available Fields to the Searchable Fields list. You can change the order of the fields when you move them into the Searchable Fields area. The order of the form fields will be reflected in the Submission Table and the export to a csv file once existing submissions are resubmitted or a new submission is created. There are two ways to select/unselect or reorder Searchable fields: Drag and Drop - You can drag the fields from the Available Fields list and drop them into the Searchable Fields list if you re using Firefox, Chrome or Safari browsers. Items may be dragged between lists and within the Searchable Fields list. Items may be dropped between existing items and before the top-most item and below the bottom item. Only a single item may be dragged. Currently, the drag and drop function will not work in the Internet Explorer browsers. This issue will be addressed in a future release. Center arrow buttons - The > right arrow moves the selected field(s) from the Available Fields list to the bottom of the Searchable Fields list. You may select and move multiple fields with this method.
- The < left arrow moves the selected field(s) from the Saved Fields list to the bottom of the Available Fields list. You may select and move multiple fields with this method.
- The >> double right arrows move all the form fields in the Available Fields list to the Searchable Fields list, up the maximum allowed searchable fields.
- The << double left arrow moves all the form fields in the Saved Fields list to the Available Fields list.
Click Finish to save. Selecting the X in the upper right corner cancels any changes. Remember to save your changes when you exit out of the designer. | Info |
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Controls are listed in the Available and Searchable Lists using control names. If the name changes, it will unset the Searchable field. The newly renamed control will now show on the Available list and the designer must move it to the Searchable List again. Hover the cursor over any control name for a tooltip showing the section where it is located, which is helpful if multiple controls have the same name. |
Maximum Number of Searchable Fields Cloud customers can configure up to 20 Searchable fields. In-house customers can change the maximum number of Searchable Fields with a configuration parameter. When an attempt is made to add more than the maximum configured number of Searchable fields, an error message ("Maximum Number of Searchable Fields Exceeded!"). displays on the lower right of the screen and will disappear after a short time. Any fields in excess of the maximum configured number will not be allowed. Adding/Removing Searchable Fields If you make changes to Searchable Fields in a form or workflow, the changes will take affect for new submissions. If you want to update existing submissions to reflect your changes, run the Refresh Searchable Fields process. Searchable fields can be refreshed for: All forms/workflows in all tenants (in-house) or a specific tenant (Cloud or in-house) - must be initiated by the frevvo Cloud or customer in-house superuser administrator. Cloud customers must contact frevvo to request a refresh of Searchable fields for your entire tenant. | Info |
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frevvo will run the Refresh process during a time when your users are NOT using . |
In-house superuser administrators should refer to the Refresh Searchable Items topic for the instructions. - An individual form/workflow - can be initiated by Designers (owners), Tenant Admins or any designer user given permission to edit forms/workflows for a Cloud or in-house installation. Refer to Refresh Searchable Fields for a Form for the details.
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If refreshing production forms or workflows, run the job during a time period when the forms or workflows are not being used. |
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Saved Fields tab This Saved Fields tab displays only when the Legacy Submissions view is configured as it is in the cloud. The only reason to configure Saved Fields for a form/workflow is if you want to use the Export to Excel which is only available in the Legacy Submissions view. Remember, Saved Fields are stored in the database when the form/workflow is completed. This can significantly reduce performance, especially for large forms and require additional storage in the repository.
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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.
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In-house customers can choose to hide the Legacy Submissions view with a configuration parameter. If the Legacy submission view is not visible, the Saved Fields tab is not displayed in the Form/Workflow Designers and the Export to Excel feature is not available. |
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You can also collect additional information associated with your location. For example, a section of a Police Incident Report, shown in the image, captures the location where the form was filled in plus the address information associated with it. The last position update will be in the submission metadata of your form or workflow but it is NOT automatically added to the XML document . You must create controls (perhaps hidden) and rules to add the location information to the form XML document. The Position Address section of the Police Incident Report has controls and rules to show longitude, latitude, accuracy and/or errors plus the address information.
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