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From the Submissions page you can see who has been using your form and what data they submitted. You can see exactly when the form was submitted, the user’s IP address, and all data the user entered. You can view each submission individually by
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Viewing Form Submissions
To access submissions for a particular form, navigate to the [[V4_Forms_Home_Page | Forms Home Page]] and click the submission button for that form.
The various items on the Submissions page are explained below.
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On This Page:
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Submission Data
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The submissions repository can store your form data in three ways -- as data values; as an [[#XML_Document | xml document]]; as a [[#Viewing_Attachments_.26_PDF_Image | pdf form image]]. By default for efficiency, data is only stored as xml. If you plan to [[#Viewing_Submissions_in_Excel | export your form data to an Excel spreadsheet]] or plan to view your form data in the [[#Submissions_Detail | submission detail view]] you must configure your form to save the data field values. See the documentation for [[V4_Designing_Forms#Setup_Key.2FSaved_Fields | 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.
Submissions Graph
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.
Submissions Table
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 [[V4_Designing_Forms#Setup_Key.2FSaved_Fields | 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.
You can show or hide additional default column data by hovering over any column header and clicking the dropdown arrow that appears.
Submissions Detail
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 display only form fields setup as [[V4_Designing_Forms#Setup_Key.2FSaved_Fields | saved fields]] in the form designer. If you do not see a specific form field then go back and edit this form to added the field to the [[V4_Designing_Forms#Setup_Key.2FSaved_Fields | saved fields]].
- The Signature Tab shows you all the users that signed the form using Live Forms's digital signature feature.
- The Documents Tab shows you the exact XML document that was generated when the form was submitted.
Viewing Attachments & PDF Image
Scroll to the bottom of the Data Tab to see all attachments uploaded to the form submission. If you selected [[V4_Designing_Forms#Save_PDF | 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 the filled it in and submitted it to you.
Click the links on the Data Tab to view the PDF or attachments.
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.
Submission Errors
If your submission had an error, you'll see an icon in 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 the icon.
Editing Submissions
Submissions can be edited easily by clicking the form name rendered as a clickable URL on the 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. You can then edit the form data in the Live Forms form. When you click submit on the form the data in Live Forms's 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.
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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. |
Currently only the form designer has access to edit the form in Live Forms's submission UI page. Using the [[V4_frevvo_API | frevvo API]] it is possible to build your own application that enables editable access to non-designers. A future release of Live Forms will enable out-of-the-box editable access to non-designer via access control granted by the designer to other users.
Live Forms Online users have this feature enabled by default. Live Forms In-house users can disable/enable this feature using the Live Forms configuration property in frevvo/WEB-INF/web.xml:
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<context-param>
<param-name>frevvo.submission.edit.link</param-name> <param-value>true</param-value> <description>Show a link to edit the submission.</description> </context-param> |
Sorting Submission Results
When you mouse over a column in the Submission area you’ll see the 
icon. 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
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Click the Excel 
icon 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).
XML Documents
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