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Workflow Name
This is the name you see on the Flows Workflows home page where your flows workflows are listed. We recommend changing the name to make it more meaningful than the arbitrary name assigned when you create it, but keep in mind it is a working name only, so users will not see it. It is recommended that you name your form/flows workflows using characters that are suitable for filenames. Following the POSIX filename standard (A–Z a–z 0–9 . _ - ) will ensure it works. Click the pencil icon above the Properties Navigator to edit the name then click the
checkmark to save or the
cancel icon to discard your changes. You can also change the name on the Flow Setting Properties Settings tab.
Settings
Use the Settings tab to select general settings for your workflow.
You can access the Settings tab in three ways:
- Click the
Edit Flow Workflow Properties icon on the Flow Workflow Designer toolbar. This will launch the Flow Workflow Properties wizard. It defaults to the Settings tab.
- Click anywhere in the General Settings section in the Properties Navigator. This takes you directly to the Settings tab.
- Click the
- Select/enter the properties for your flowworkflow
- Click the Submit button to save the changes or navigate to another tab.
Description
By default all flow workflow descriptions say, “Edit the flow workflow to change this description,” but you can change this if you wish. The description appears as a tool tip when you mouse over the area just to the right of the flowworkflow's share icon on the Forms and Workflows Home Page. You also see this description when you view individual submission documents.
Navigation
can automatically generate and display a navigation toolbar for your flow workflow which users can use to navigate back and forth between workflow steps. There are four available options:
- None: This option displays no navigation toolbar. This is useful for situations where the same form is being passed between users for signatures e.g. Vacation Request workflow filled in by an Employee and signed by a Manager.
- Navigation Toolbar: this displays a standard navigation toolbar with links for each step.
- Percent: This displays progress through the flow workflow as a percentage.
- Step 1 of 4: This option displays progress through the flow workflow as a counter.
The default value for Navigation is Navigation toolbar. When you configure the Navigation toolbar for your workflow, users will see the following:
- The name of the current step displays with a bright blue color. Note that the active step number is also circled in bright blue. Steps that have yet to be performed display with a light blue color.
- HTTP Wait-Notify and Anonymous Task steps, once performed, display with a faded blue color indicating that the flow workflow cannot be reset to this step.
- Skipped steps display with a light blue color and steps that have already been performed display with a black color. For example the Expense Report workflow shown in the image, has four steps: Expenses, Reviewer, Supervisor and Accounting. The employee fills out the Expense report for an amount less than $5000.00. The flow workflow is routed to a company reviewer and if approved, to Accounting for final processing. If the amount of the expense had been greater than $5000.00 then the flow workflow is routed to a Supervisor for an additional review before navigating to the Accounting department. The Supervisor step is skipped for Expense reports less than $5000.00. When the Accounting employee performs the task, here is what they will see:
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Refer to the precondition topic to see how to use them to skip a step in a workflow.
Mobile vs Desktop Behavior
You may notice a difference in behavior when using a flow workflow on the desktop vs on a phone/tablet. For Example: Imagine a two step flow workflow where 1st step has 2 Pagebreak controls and neither step has an assigned role/user. On the phone/tablet this translates into a screenflow with 3 steps for 1st step and 1 step for 2nd step. You can use the Previous button to get back to the 1st step from the 2nd step.
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However, on the desktop there is no "Previous" button so once the flow workflow gets to 2nd step there is no way to get back to 1st step. If the designer does not configure the Navigation Tool Bar in this situation once the user gets to the second step in the flowworkflow, there is no way to return to the first step.
Anonymous Screenflow Navigation
A screenflow is a type of workflow consisting of a collection of sequential steps performed by the same user. What if you wanted that user to be anonymous? Configuring the Navigation Toolbar in an anonymous screenflow allows anonymous users to navigate back to a previous step in a screenflow. The set of available links is restricted to the steps that are executed in sequence by the anonymous user. Links to steps outside of the screenflow are not visible. The steps in the screenflow cannot have a role, dynamic role or user property assigned to them.
Configuring the Save on Navigate feature enables the screenflow to be completed in multiple sessions.
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Let's consider a Job Application workflow with the following requirements:
Workflow Designer
The image shows an example of a possible screenflow design: Use ModeAnonymous users return to a previous step by clicking on the Navigation Toolbar if the workflow contains a screenflow performed by an anonymous user. |
Deployment
This field is a toggle that sets the state of your flow to workflow to production or development. Functionality is the same as Deployment for forms.
Tracking Id
When your flow workflow loads, it will send a page view event to your Google Analytics account if you enter your Google account tracking ID into this flow workflow property. Please refer to Google's documentation for information about finding your Google Analytics tracking ID.
Element Name
By default, this is set to form for newly created forms as well as flowsworkflows. The root element name of the from-scratch document is determined by what you put in here. It needs to be a valid XML element name. The designer can now change the name of the flow workflow without impacting the element name.
Flow Workflow schema and the Submission xml document show the element name. When the flow workflow name is updated, and 'Element Name' is kept the same, the previous submissions can be initialized successfully. When 'Element Name' is updated, previous submissions cannot be initialized.
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If you change the element name, all existing submissions will become invalid and you will get the error message: " Error. Submission is not valid. An incompatible change was made to the form/flowworkflow." |
Save/Load
If you check this checkbox on the flow workflow level and on the step level, a Save button will be displayed for each step in your flowworkflow. If you don’t want users to be able to save partially completed flows workflows and continue them later, uncheck the checkbox so users will not see this button.
This feature is useful for flows workflows containing lengthy forms where your users may not have all the information required to complete the form in a single session. By clicking on the Save button, a copy of the flow workflow with all the current values is saved by . will also generate an entry in the user's task list from where the user can continue working on the flow workflow at a later time.
If you are not authenticated, clicking the Save button will display an authentication dialog that requires you to login. See documentation on using forms for more details.
Users can repeat the save/load steps as many times as they wish.
Saved flows workflows can be monitored in the Submissions Repository. Saved flows workflows can contain invalid data and can also contain required fields with no values yet entered. When such a flow workflow is re-loaded the missing and invalid values are again flagged as such by . And the flow workflow cannot be continued/finished until corrections are made to those fields.
Customizing the Save Button Label for Workflows
The Save button label can be customized for each step in your workflow on the Settings tab of the Edit Step Properties wizard. For example, you can change the button text to Save for Later. This will help clarify the function of the Save/Load feature to your users.
Designers should refer to the Save and Load topic for the details.
Save on Navigate
Imagine you are entering data into a large screenflow and something happens that causes you to navigate away from the flowworkflow.. you just lost all your work!. Checking the Save on Navigate property, saves the task to your Task List. automatically "bookmarks" your place in the flowworkflow.
Users can go to their Task List to retrieve the task and they will be returned to the screen where they were when the browser was closed.
Let's say you have a screenflow with steps A > B> C and the user closes the browser at screen B. When the user performs the task from the Task List, the flow workflow will open up at step B.
Here is a short synopsis of when the current location is saved. Consider a flow workflow with the following steps/roles: Role1(A → B → C) → Role2(D) → Role3(E):
- The flow workflow is instantiated and step A is rendered: does not save because it is the FIRST step (if the user abandons the flow workflow in the browser it is as if it never existed).
- The user clicks next: saves BEFORE step B renders.
- The user clicks next: does not save because the role change will do a save to the db in the PENDING state.
- Role2 performs the task: no need to save here since the flow workflow is already saved in the db in the PENDING state.
- Role2 clicks continue: saves before the step is rendered.
- will not save if the step is READONLY - this might be the case if the user navigates back to a previous step that was performed by a different user.
- will not save when the flow workflow navigates from an HTTP/Anonymous Task step to the next one.
- will not save when the flow workflow is completed.
Screenflows consisting of an Anonymous Task step followed by multiple sequential steps that are performed by an anonymous user bring the user back to the flow workflow at the current/latest anonymous step if the Save on Navigate feature is selected.
Configuring Save on Navigation
In-house customers can turn this feature on globally with a configuration parameter. If configured on a server level, it will apply to all workflows. If you want to save workflow steps that are partially filled in to the Task List, enable the Flow Setting PropertiesSave/Load feature in your workflow.
Printable
If you check a flowworkflow's printable checkbox a Print button will be displayed in Summary steps of the flowworkflow. If you don’t want users to print your flowworkflow, uncheck the checkbox so users will not see the Print button. You can control which fields are printed by setting up which fields are displayed in the Summary View as described below.
Flows Workflows do not currently support a print icon as is available on forms. This will be added in an up coming release. One solution is to add your own print link as discussed in the chapter Printing Forms.
Each step also has a printable property which controls whether or not that step appears in the PDF document view . See the printable property for workflow steps for full details.
Save PDF
When checked a PDF image of the flow workflow is saved in ' submission repository. See the documentation for the submissions repository for details on viewing the PDFs saved there.
Since flows workflows are a combination of multiple forms or a single form visible in multiple steps or a combination of the two, it is important to understand what controls will be printed when the PDF is generated. See the topic discussing the step printable property. Notice all controls, including those disabled or in a signed section, are no longer grayed out in the PDF.
PDF Name
When you check Save PDF on the flow Workflow Property panel, an optional PDF name field displays. It is only visible when the "Save PDF" property is checked and is disabled when the "Save" property is unchecked. If this property is set, then it is used to name the generated PDF. You can use templates to name the PDFs.For example, let's say you have a New Employee On boarding flow workflow and you want the PDF in the submissions to be named using the new employee's last name. Simply add the name of the control in your flow workflow that collects the last name as a template ex: {LastName} in the PDF Name property. The pdf for each Employee On boarding submission will then be named {LastName}.pdf.
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In the submission, the pdf for the Onboarding for new hire Eric Armani is named as shown as shown:
Fast Finish
The Fast Finish feature is very useful when you're filling a lengthy screen flowscreenflow. workflows consist of steps (steps) performed by the same person or more than one person. Steps in a workflow performed by the same person are called multipage forms or screen flowsscreenflows. The designer can select the Flow Setting PropertiesNavigation Toolbar or add a Summary step as one of the steps to provide an easy way to move forward and backwards through the steps of a workflow.
Let's say a user needed to return to a previous workflow step to change entered data. The user clicks the step on the Navigation toolbar or the edit link in a Summary step and the flow workflow returns to the previous step so the user can make the change. In previous versions, once the change is made, the user would have to click through all of the remaining screen flow workflow steps in order to resubmit the flow workflow with the updated data.
The Fast Finish feature provides a finish button, visible in use mode, in addition to the Submit and Save button (if Flow Setting PropertiesSave/Load is selected) for the forms in your flowworkflow. The Finish button works the same way as the Continue button. The flow workflow will not advance to the next step or be submitted If any of the fields are invalid.
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Selecting Finish automatically advances through the flow workflow steps until one of the terminating conditions listed below is true:
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You can select the Fast Finish property at the flow workflow level or for the individual steps in the flowworkflow. Selecting Fast Finish at the flow workflow level enables it for all steps.
To select Fast Finish for all the steps in your flowworkflow:
- Edit the flow workflow in the flow designerWorkflow Designer.
- Click the
- Check Fast Finish on the Settings tab.
- Click Submit to save.
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Selecting it on the individual steps makes the Finish button available on the designated steps only.
- Edit the flow workflow in the flow Workflow designer.
- Click on the Employee Information step. Click on the
- Check Fast Finish.
- Repeat for all the steps in the flow workflow where you want the Finish button to display.
- Save our changes.
If the steps in your flow workflow consist of forms and/or a summary step, Fast Finish forwards through the steps of your flow workflow until it hits one of the terminating conditions listed above.
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- Step 1 is the Employee Information form
- Step 2 is the Personal Allowances form
- Step 3 is the Health Insurance Information form
- Step 4 is the Direct Deposit form
- Step 5 is a Summary step where the employee can review the data. Clicking on the automatically generated Edit links in the Summary View takes the flow workflow back to that step so the data can be edited.
- Step 6 is a Confirmation form for the employee to review the W - 4 pdf information,
- Step 7 is not part of the screen flow screenflow - the workflow is routed to the HR department for final processing.
The new employee has filled in steps 1 - 6 but upon viewing the W - 4 pdf realizes that the Additional amount withheld is incorrect. The user clicks on the Personal Allowances step in the Navigation bar to make the correction. If Fast Finish is not selected for the flowworkflow, the user must click the Continue button on each remaining step of the flow workflow to submit it with the corrected information.
If Fast Finish, is selected on the flow workflow or step level, the user can click the Finish button after making the correction and the flow workflow will fast forward through Step 6. Fast Finish will stop here since step 7 is assigned to the user Sue who is a member of the Human Resources department. The user will see the pending message after Step 6 and the workflow will be routed to Sue for final processing.
If the Fast Finish and Flow Setting PropertiesSave/Load features are enabled for a workflow, the user can save a partially completed form to their task list. If the saved form still has required fields that have to be filled in, when the user retrieves the saved task from their task list to complete and submit it, clicking the Fast Finish button takes the user to the point in the screen flow screenflow where they left off.
Fast Finish on Mobile Devices
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.
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Refer to this feature announcement for more information.
Decorated
Decorated is checked by default when you create a new flowworkflow. If you uncheck Decorated at the flow workflow level, newly added controls in the forms of your flow workflow will not have a decorator. Controls in the forms that already have decorators will retain them. The designer can select a decorator for each of the steps in a flow workflow that will display on the navigation bar.
Force Auth
If this is checked and the tenant supports SSO (single sign on) such as the LDAP Security Manager enabled tenants, then the authentication mechanism will be in effect even when a user is already authenticated via SSO.
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This property is currently ineffective for tenants with the default delegating security manager. However the delegating security manager may support SSO in the future.
Show in History
If this checkbox is unchecked, tasks for the form or flow workflow will not appear in Task History searches. If you want them to appear, make sure this box is checked. Checking or Un-checking it affects all tasks including ones that were created prior to the action.
Accessible
Live Forms can be used to build accessible forms/flows workflows that meet Section 508 and WCAG 2.0 accessibility standards. Check the Accessible property to turn on this feature. Refer to the Accessibility documentation for the details.
Show Logo
This property is checked by default and causes the “powered by frevvo” logo to appear on your flowworkflow. Uncheck the checkbox to remove the logo from your flowworkflow.
Access Control
Use the Access Control tab to assign workflow permissions to users/roles in your tenant.
You can access the Access Control tab in three ways:
- Click the
- Click anywhere in the Access Control section in the Properties Navigator. This takes you directly to the Access Control tab.
- Click the
- Enter the users and roles for the permissions provided.
- Clicking on the
- Type the opening curly brace - {- followed by the control name to enter a field from your form as a template. Selecting an option enters the control name into the field with the closing curly brace.
- Click the Submit button to save the changes or navigate to another tab.
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Messages
Use the Messages tab to set up the Task Information and the Pending Message for your workflow.
You can access the Messages tab in three ways:
- Click the
- Click anywhere in the Messages section in the Properties Navigator. This takes you directly to the Messages tab.
- Click the
- Enter the text for the Task Information and Pending Message.
- Clicking on the
- Type the opening curly brace - {- followed by the control name to enter a field from your form as a template. Selecting an option enters the control name into the field with the closing curly brace.
- Click the Submit button to save the changes or navigate to another tab.
Task Info
When you save a partially filled flow workflow to continue it later or when puts a task on your task list as part of a workflow, the task is accessed via your task list. This field controls the name that gets displayed in the user's task list. For more details, see the Tasks documentation. This field can use templatized strings for dynamic content, e.g. the Task Info can contain "Vacation Request for {FirstName} {LastName}" where FirstName and LastName are the names of fields in a form from a prior step in the flowworkflow. Before putting the task on a user's task list, will resolve the Task Info string using the actual values of the FirstName and LastName fields e.g. "Vacation Request for Tom Smith". will truncate the Task Info data to 250 characters.
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Set the Task Information on the Flow workflow level if you want it to be the same for all the steps in your flowworkflow. If you want different text, then customize the Task Information on the workflow step.
Pending Msg
This is the message that is displayed on the screen during a workflow when the next step must be performed by a different user/role and puts it on that user's task list. For example, in an Vacation Request workflow, the first step may be filled in by an Employee but the second step (approval) must be signed by a Manager. When the Employee clicks Continue, will put the task on the Manager's task list and display this message on the Employee's screen. This message can use templatized strings for dynamic content, e.g. the message can be set to "Thank You {FirstName} {LastName}. Your request has been submitted to your manager for approval." where FirstName and LastName are the names of fields in a form from a prior step in the flowworkflow. Before putting the task on a user's task list, will resolve the pending message using the actual values of the FirstName and LastName fields e.g. "Thank You Tom Smith. Your request has been submitted to your manager for approval.".
This property can be set at the flow workflow or flow workflow step level. If you set up a message at the flow workflow level, it will display after the Continue button is clicked on each step of the flow workflow except for the last one. On the last step, you will see the default message, "Thank You!. Your submission has been received" unless you customized the message using the Form Action wizard
This will work if you want the same message to display for all of the steps of your flowworkflow. Typically, designers want to display different customized messages after each step. If this is the case, you must set the Pending Message at the flow workflow step level.
Searchable Fields
Use the Searchable Fields tab to specify the flow workflow fields you want to use to search Submissions and Tasks.
You can access the Searchable Fields tab in three ways:
- Click the
- Click anywhere in the Searchable Fields section in the Properties Navigator. This takes you directly to the Searchable Fields tab.
- Click the
- Select the Searchable Fields for your flowworkflow.
- Click the Submit button to save the changes or navigate to another tab.
Setup Searchable Fields
Searchable fields configured for a flow 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.
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Searchable fields are indexed for easy search of form/flow workflow Submissions. They can also be used when searching Tasks on a user's Task List. You will see the controls designated as Searchable fields in the Submissions table. This is helpful when trying to locate a particular submission from a long list. They are downloaded into the Export Submissions to a CSV file along with the submission default columns. The maximum number of Searchable fields is 20 in the frevvo Cloud. In-house customers can change the default value by adding the frevvo.max.searchable.fields configuration parameter to the <frevvo-home>\tomcat\conf\Catalina\localhost\frevvo.xml file.
Saved fields do affect performance as they are independently stored in addition to XML data. This can significantly reduce performance, especially for large forms and require additional storage in the repository. Saved fields are not rendered in the submission table and cannot be used as search criteria for submissions. The only reason to configure Saved fields is if you want to use the Export to Excel feature which is available on the Legacy Submissions view
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The wizard displays the fields from your flow workflow on the Available Fields tab . Drag and drop or use the arrow keys to move the available fields to the Searchable Fields list. If the Legacy Submissions view is configured, designers will see a Saved fields tab listing the fields used for the Export to Excel feature. The Saved Fields tab will not display when the Legacy Submissions view and the Export to Excel feature are removed in the next major release.
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In a flowworkflow, controls are listed in the Available and Saved Lists using the control name. If you change the name of a control in a flow workflow step, it will unset the saved field. The newly renamed control will now show on the Available list and the designer must move it to the Saved List again. |
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Workflow Actions
The Flow Workflow Action wizards help set up what the user sees when the form is submitted.
You can access the Flow Workflow Action tab in three ways:
- Click the
- Click anywhere in the Flow Workflow Actions section in the Properties Navigator. This takes you directly to the Flow Workflow Actions tab.
- Click the
- Set up the Form Actions for your flowworkflow.
- Click the Submit button to save the changes or navigate to another tab.
Success
The Flow Actions available on the Success tab are:
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Refer to Form and Doc Action Wizards for the details.
Error
The Flow Workflow Action Wizards available to handle errors are:
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Refer to Form and Doc Action Wizards for the details.
Document Actions
The Document Action wizards help set up what happens to the data when the form is submitted.
You can access the Document Action tab in three ways:
- Click the
- Click anywhere in the Document Actions section in the Properties Navigator. This takes you directly to the Document Actions tab.
- Click the
- Set up the Document Actions for your flowworkflow.
- Click the Submit button to save the changes or navigate to another tab.
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- Send Documents
- Send Data
- Send an Additional Email
Send Documents
The Document Action wizards available on the Send Documents tab are:
- Do Nothing
- Send Email
- POST data to your web application
- Send to ImageSilo or PaperVision Enterprise
- Send to Google Drive
- Send to File System
- Send to SharePoint
Send Data
The Document Action wizards available on the Send Data tab are:
- Do nothing
- Post Submissions to a Google Sheet
- Manually set document URIs
Additional Email
This wizard allows you to send a second email when the form is submitted.
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Refer to Form and Doc Action Wizards for the details.
Styles
Select style, layouts and customize the flow workflow PDF on the Style tab.
You can access the Styles tab by:
- Click the
- This tab does not display in the Properties Navigator
- Select a style, layout and customize the flow workflow PDF header/footer, if desired.
- Click the Submit button to save the changes or navigate to another tab.
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Summary Fields
Check the individual fields to select the fields you want to appear in the Summary view if you have a Summary step in your flowworkflow.Only checked fields will appear in the Summary. There are also two checkboxes labeled "All" and "None" which will show all the fields or none of the fields, respectively.
You can access the Summary Fields tab by:
- Click the
- This tab does not display in the Properties Navigator
- Make the selections for your flowworkflow.
- Click the Submit button to save the changes or navigate to another tab.
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- Signature
- Formviewer
- PageBreak
- Message
- Link
- Trigger
- Image
- Video
Saved Fields
Set up Saved Fields for your flow workflow on the Saved Fields tab. Be sure to read the information below first.
- Access the Saved Fields tab by clicking the
- This tab does not appear in the Properties Navigator.
- Select the Available Fields and use the arrow buttons to move them to the Saved Fields list. Drag and drop is available for some browsers.
- Hover over a field in the list to see the step of the workflow where the control is located.
- Click the Submit button to save the changes or navigate to another tab.
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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/flow 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/flow workflow is completed. This can significantly reduce performance, especially for large forms and require additional storage in the repository.
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/Flow designers Workflow Designers and the Export to Excel feature is not available. |