comes frevvo 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. Fields in your form/workflow, set up as Searchable fields by the designer, can be used as criteria when searching submissions. You can also filter by default fields such as error, error description, submitter id, lock user id, started date, etc. The Insight Server and the Insight service must be running for the Submission view to work.
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A Shared Items link is added to newly created Portals automatically and can be added to existing portals.
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Searchable,
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Summary, and Export Fields
ExportSearchable, Summary, Searchable and Summary Export Fields are available for configuration in the form/workflow Settings editing mode. They define which controls in your form can be used in search/filter, the submissions detail display, and the CSV download. It's important to understand the difference between each of these three settings.
Searchable Fields
Searchable Fields can be used as search criteria for submissions and tasks. They also define the columns that will be available in the Submissions Table. Once defined, can frevvo can also go back and re-index your existing existing submissions so you can search them using the same fields. Searchable fields and Export fields will be included in the Submission CSV download.
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Initially, the Submissions Filter section is collapsed. 
Click on the blue arrow to expand it. Click Reset to revert to the default filters.
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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
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Default Columns
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Condition Column
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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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For Example, if you select a Date field, the Date Picker is provided to help enter the value. If you select a Text field from your form/workflow, you will be prompted to "Enter text" for the value. If you select the Error metadata field, the value choices will be True or False in a dropdown in the Value column.
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A Date/Time field with the "is within last" condition selected, requires a special time duration entry. The duration must be entered in this format: Years:Months:Days:Hours:Minutes. Fields to the left may be omitted. For example, if you were searching for submissions that were submitted within the last 2 hours you can enter 02:00 or as 2:0. To search for submissions created within the last 2 months and 12 days, enter 02:12:00:00. If you enter an invalid value, an error will display with instructions, e.g. "Bad time duration value, must be Yr:Mn:Dy:hh:mm".  |
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For example, let's say you have a Job Application that has 3 submissions:
You want to display the submissions that were submitted on January 11, 2022 or any of the applicants that live in Connecticut (Mobile Phone Area Code is 203):
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At this point, the expression displays only one submission that has an Acknowledgement Date of 01/11/2022 AND has a Phone number that begins with an area code of 203. 
This is not the expected results. To display the submissions that were submitted on January 11, 2022 OR have a Phone number that starts with an area code of 203, the logical expression has to be modified.
- Click the Edit button.
- Change the expression to A AND B AND (1 OR 2)
- Click the Save button.
The submissions that match the Date range and State conditions and either were submitted on January 11, 2022 OR contain a phone number that starts with an area code of 203:
Upon selecting the Save button, the logic expression is parsed for correctness. If there is any parsing failure, an error message describing the failure is displayed and the screen remains in edit mode. If there is no error, then the screen returns to read-only mode.
Recap
In summary, let's say Jerry, a manager wants to create a submission query to check the status of all Expense Reports for Sales Demonstrations performed by the Sales department within the last month:
- Make sure you have a field in your Expense Report to specify the Project Name - for example, a dropdown with Infrastructure, Sales Demonstration and Customer Meeting options.
- Make sure Jerry has been granted permission to view submissions in the Access Control List for the Expense Report workflow.
- Create a portal and distribute the link to the portal to Jerry
- Jerry access the portal and logs into frevvo.
- Jerry clicks on the Important Items tab in the portal.
- Jerry clicks on the Shared Items tab.
- Jerry clicks the View Submissions option in the Expense Report workflow's Action Menu
- On the Submission Filter screen, Jerry selects:
- The Project Name field from the Fields dropdown
- The contains condition from the Condition dropdown.
- Types "Sales Demo" in the Value column.
- In the Submission Table, Jerry can quickly see that Maria Meyers has an Expense Report for a Sales Demonstration pending approval, Ricard Richard Walker has saved an Expense Report for a Sales Demo to his Task List, and an Expense Report for a Sales Demonstration was completed for Deborah Morris.
Submissions Table
Submissions matching the submission filter are displayed in the Submissions table. The table has the following features and behaviors:
- The results are displayed display a page at a time. The Previous, Next page buttons buttons and individual page links, located in the lower right corner, can be used to "page" through the submissions.
- Select the number of submissions to display on a page from the choices in the Show 10 entries dropdown in the upper left corner. The default is 10, with 25, 50, and 100 being the other available sizes.
- The Record/Page summary appears on the lower left of the table. This details the records being shown on the current page and the total records matching the criteria.
- To select an Individual submission, check the checkbox next to that submission in the Select column (second) in the table. Checking the checkbox in the Select column header , selects selects all submission records in the table. This action toggles the selection state of all rows in the table.
- The table is responsive and only displays columns it can fit on the display. Additional columns can be viewed by clicking the
plus icon. The overflow columns are displayed in this secondary row. The overflow columns will wrap if necessary.
- Most columns in the table can be sorted. Clicking on a single column determines the sorting direction (ascending/descending) for all the sortable columns. An example of a column that cannot be sorted is Age/Duration. See below for the details.
Some of the Action buttons on the upper right of the Submissions Table require the selection of one or more submissions while others do not. Click below for a list of the buttons and their functions.
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Action Button
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Submission Table Columns
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This image shows a PENDING submission for a Purchase Order workflow. The first step of the workflow was submitted by a designer user (Submitter ID), Giorgio Armani (Submitter Name). It is currently pending approval by his manager, Jerry Mouse (Lock User Name). Jerry's user frevvo user id is jerry (Lock User ID).
Searchable Field Columns
In addition to the default columns, the Submission Table contains columns for each searchable field setup for the form/workflow. Notice the Report Date, Project Name, Employee Name, Reviewer, Expenses Approved, Paid On Date and Check in the Expense Report workflow submission shown in the image. These columns are generated by fields in the workflow configured as Searchable fields. 
You can change the order of the Searchable Field columns by moving field positions in the Searchable Fields wizard. The changes will not reflect in the Submission Table until a new submission is created or existing submissions are resubmitted.
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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.
Clicking a column toggles it to grey to indicate that it is not visible. Clicking it again toggles to visible/yellow. As you check/uncheck columns, the columns in the table change as appropriate.
Once you select your columns, the modified column view displays until you go back to the Forms and Workflows Homepage. If you redisplay the submissions, the original column view displays. If you use your computer function key to refresh the screen, the original column view displays. Use the Refresh button on the Submissions Table if you require a refresh.
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- The Submission Info Section contains summary info about the submission, including the Form/Workflow Name, version, status and if applicable, error details, Submitted by <user> and the submission date and time.
The Form/Workflow name is a clickable link that opens the form/workflow in either read-only or edit mode.- PENDING workflows will only open in read-only mode.
- SUBMITTED forms/workflows will open in read-only mode for users with View Submission permission, and edit mode for user with Edit Submissions permission. In read-only mode, you will see a blue banner at the top of the form/workflow "This form is read only." See Editing Submissions for more details on edit mode.
- In read-only mode, workflows will open at the current step. You can use the navigation toolbar to navigate back to prior steps if needed.
The Data Tab displays controls selected as Summary Fields in the form/workflow settings, and attachments such as the PDF Snapshot, mapped PDF's and attachments uploaded by the user. This 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. If you do not see a specific form field then go back and edit this form to add the field to the Summary Fields tab.
The Summary Fields are shown in the order they were configured in the form/workflow Settings. However, controls that are grouped in a repeating section or a table will be grouped in this view regardless of the order set. This data is available for forms/workflows in SAVED or PENDING state (i.e. not only SUBMITTED) as long as the field contains data.
Attachment links are clickable and will open the attachment in a new browser tab.
- The Signatures Tab shows you all the users that signed the form using using frevvo's 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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One of the attachments is a Wet Signature image. Clicking on the Signature SubmissionsDetailtab lists the manager, Jerry's digital signture and the and wet signature image of the new employee. The signature image 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.
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Selecting zip as the Restricted/Mime type, uploading a zipfile zip file and submitting the form may exhibit some unexpected behavior when downloading the zipfile zip file from the submission. Clicking on the attachment in the submission frevvo submission repository does not save the uploaded zipfile as a zipfile. Instead, it will save it as a file with an unrelated name e.g. Upload91 or ProfilePicture. 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 if it is available. |
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The File Name property allows the designer to rename attachments uploaded using the Upload Control.
Viewing XML Documents
always frevvo 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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- Hover over the icon
- Display the Error Description column. The Error Description column is the last default column in the Submission table.
Another way to get information about the error is to double-click on the submission to view its details, and again hover over the icon.
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The Error Description column is the last default column in the Submission table. |
If the Insight Server is down, submissions for ALL of your forms/workflow will no longer display. You will not see the error icon or any error description in the Error or Error Description columns. 
The tenant admin receives an email to alert them that the submission never reached the Insight Server.
The following error is logged in the In the <frevvo-home>\tomcat\logs\frevvo_YYYY-MM-DD.log,
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Reports will show the message "No data available in table". Once the Insight server is restarted, the submissions will show in the Recent Submissions report and submissions will redisplay reporting the error. Remember, the Error Description column is the last default column in the Submission table.
Email Size Exceeded Error
This section applies only to Cloud to frevvo Cloud Customers.
The frevvo mail server limits email size to 30MB. If emails sent in Activity Doc Action or Document Actions exceed this limit, your tenant admin may receive an email bounceback from "Mail Delivery System <"MAILER-DAEMON@sysops+stage"@frevvo.com>" that contains an error like this "message size 34559092 exceeds size limit 31457280 of server smtp.sendgrid.net[107.20.8.136]".
The only workaround for this issue at this time is to limit the Upload control max size and/or min # properties in your form. If you have a submission that has hit this error, you must edit the submission, delete some of the attachments and then resubmit.
Editing Submissions
Only submissions in the SUBMITTED state can be edited. If you have the correct permissions, submissions can be edited easily by clicking the form name rendered as a clickable URL on the submission. In this image below click on "Product Order Form" to edit the submission.
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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 possibly change the submissions data. You can then edit the data in the form. All date/time controls will have the values automatically loaded in your machines your machine's local timezone. The submission date/time in the image below shows shows Aug 21, 2014, 2:42 pm. 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 16:38:44 as America/New_York is -4 hrs from UTC on a date where Daylight Savings Time is in effect.
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Forms configured with a Doc URI will not execute the Doc URI when you edit the the submission. The data displayed when you edit a form/workflow 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/workflow the data in submission repository with , the frevvo submission repository will 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 Searchable fields for forms/workflow on the Data tab after editing a submission.
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If the current version of the form is different then than 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 permission to view/edit submissions to non-designer users via the Access Control feature. Once permission is granted, submissions are accessible as Shared Items. It is also possible to build your own project that enables editable access to non-designers using the Data API.
Cloud frevvo Cloud users can edit submissions by default. In-house customers can turn off the edit link for all users by modifying the frevvo.submission.edit.link configuration property in the <frevvo-home>/WEB-INF/web.xml or the <frevvo-home>/tomcat/conf/catalina/localhost/frevvo.xml files.
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At any time as a shortcut, you also can click anywhere inside the column header to toggle the sort of the results in ascending or descending order.
Changing the sort of a column from a submission table page > 1, goes back to the first page when when displaying the results. This is as designed.
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The ability to delete submissions from the Submissions Table depends on your rolefrevvo role, assigned Access Control permissions and the type of submission.
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The form/workflow owner (the designer who created the form/workflow) and any user given the Edit Submission permission by the designer , can delete submissions in the SUBMITTED, ABORTED, and ERROR states.
The tenant admin, workflow admin, or the workflow’s designer/owner can delete submissions in the PENDING, SAVED, or WAITING states in addition to submissions in the SUBMITTED, ABORTED, and ERROR states,.
Deletions of PENDING, SAVED, or WAITING submissions are first aborted then soft deleted. Users given with the Edit Submission permission that are not the tenant admin, a workflow admin or the designer/owner of a form/workflow will see this error when attempting to delete submissions in these states.
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The Delete button is only enabled when one or more submissions is are selected. The user is prompted with an ok/cancel dialog to confirm the deletion of the selected submissions. If ok/yes, the submissions are deleted, the filter re-runs, and the Submission Table is refreshed.
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To delete all the submissions on the page, check the checkbox in the select column header then click the Delete button.
You will be asked to confirm.
To delete a single submission, check the checkbox preceding the submission in the table. Notice the View/Edit and the Delete buttons become enabled. You will be asked to confirm.
Users that are not granted permissions to delete submissions see this error:
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Submission data can be exported to a CSV (comma-separated value) file that can be easily opened in Microsoft Excel. The CSV will contain the submissions currently shown in your submissions table, and the control values configured in the Export Fields tab of your form/workflow. The default columns and any form fields designated as Export Fields appear as columns from left to right in the CSV file.
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If you open the CSV file with Microsoft Excel, the file will look like this. The columns Date of Invoice, Last Name, First Name, Phone, Product, and Email are set up in the form as Export Fields and reflect the data in these fields. The order of the columns is determined by the order set in the Export Fields tab.
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For example, let's say your requirement is to upload submission data from to frevvo to a different website.
- Perform the submission query so the data that you want to download displays in the table. The default columns SubmissionTable in the submission table appear in the spreadsheet even if you are not displaying them in the table. Hide the columns in Excel if you do not want to display them in your spreadsheet.
- Click the Download button to save the CSV file.
- Open the file in Microsoft Excel.
- Show/Hide columns in the spreadsheet if desired.
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The CSV column order will be a) the Submissions table fields, including Searchable Fields in the order they are set, then b) Export fields in the order they are set, then c) additional metadata fields from the Submissions Table. To change the order of the columns in the Submissions CSV file, change the order on the Searchable Fields and Export Fields tabs. The CSV The CSV file will reflect the new column order. When editing the file in a spreadsheet application (e.g. Excel) you can easily rearrange the columns if needed.
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Here is how the Excel workbook looks when you initially open it after downloading.
The CSV file viewed in a text pad will also reflect this pattern.
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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.)
- Launch Excel Spreadsheet. Click the Data tab.
Click the From Text/CSV icon. Use the file manager to locate the CSV file you want to import.
Click Import.
- Select Comma from the Delimiter dropdown.
Click Transform Data.
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.
Click Close & Load.
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The Submission view screen is designed to be responsive to different screen sizes. You will notice a different layout for small screens (< 640px) such as the iPhone. The "Other Filter Items" grid renders with a vertical layout of field, condition, and value. 
- Values are selected from a wheel scroller user control that displays when the user touches the field.
- The matching submissions grid/table only displays columns it can fit. Click the
- The Action buttons (Refresh, View Submission Details, Delete and Show/Hide columns) do not have text labels on phone screens (<640px). Also,
- The page size selector and individual page selection buttons do not show on smaller screen sizes (<640 px).
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Viewing submissions from the Shared Items tab (inside or outside of a portal) on an IOS device (iPad,iPhone), may require an application to edit and save Excel.xls files. This requirement is browser specific. |
Processing submission data using the frevvo API
provides frevvo provides a complete API for interacting with the system. Using the API, you can query submissions, download submission PDF/XML, etc. Using the API is documented in its own Tutorial.
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