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Searchable Fields are controls in your form/flow used as search criteria for submissions and tasks. It is up to the form/flow designer to designate which controls should be set up as Searchable fields.

Forms/flows can be a work in progess - requirements change over time. What happens if you need to add or delete Searchable fields and you want your previous submissions to reflect your changes?

includes a web app (insight.war) that contains a batch process to extract all the latest submissions from  and create Insight Server documents for them. Indexed submission data is stored in <frevvo-home>\data\solr directory and is needed for the Reports feature and Submission and Task searches. This web app is embedded in the <frevvo-home>\tomcat\webapps\frevvo .war file in the tomcat bundle.


Searchable fields can be refreshed for:

  • All forms/flows in all tenants or a specific tenant - 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.  frevvo will run the Refresh process during a time when your users are NOT using .
  • An individual form or flow - can be initiated by Designers (owners), Tenant Admins or any designer user given permission to edit forms/flows for a Cloud or in-house installation. If refreshing production forms or flows, run the job during a time period when the forms or flows are not being used.


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The in-house superuser or the tenant admin can also initiate a refresh for a particular form/flow. See Admin Initiation of Refresh for a particular form or flow for the details.

Start the Refresh Searchable Fields Process

  1. Login as the server admin - admin@d
  2. Click the Refresh Searchable Fields link on the Manage Server screen. The chart shows the following information for the last 1000 batch runs:
    1. Date and time when the batch job was Started
    2. Date and time when the batch job completed/failed/stopped or was marked abandoned. 
    3. Status of the batch jobs previously run - completed/failed/stopped/abandoned.
    4. The user id and name of the user who ran the process.
    5. Description of the process - was it run for all tenants, a specific tenant or a particular form/flow.



Click the Image Modifiedicon to initiate a new process. Use the Image Modified Refresh icon to update the table with the most recent information.

Warning
  • If refreshing production forms/flows, remember to run the process when the forms/flows are not being used!
  • You should be able to see all submission 60 seconds after the batch completes.


  1. The Start Refresh of Searchable Fields screen displays.
  2. Select the tenant(s) for the batch job run. The choices are:
    1. All Tenants on the server
    2. A Specific Tenant
    3. If you select Specific Tenant then you must specify the tenant name. Type part of the tenant id into the search field and click the Search button. In the image, the Refresh Searchable Fields process will run for a tenant named mycompany. Notice only a partial portion of the tenant id was typed into the search box to display the list of tenants that meet the search criteria:



  3. Click Submit to start the process. The Refresh Job Status screen redisplays with a success message, the Date and time the batch job began, the user who initiated the process, a description of the process and the status of the process as Started.



  4. Click the Back to Manage Server link to return to the Manage Server screen.

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When the Refresh process runs, tables that store the state of the job are created in the frevvo database. By default, if a job were to fail or be stopped, starting the job again would restart the failed/stopped job from where it failed/stopped.

To restart a Stopped/Failed batch job, simply start the batch job again with same tenant and it will resume the last stopped job. 

To prevent the last stopped job from restarting, change the status to Abandoned.

Abandoning the Insight Data Batch Process

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When you stop a batch process, you will notice Stop and Abandon columns in the row in the table for the process that was started. To abandon the job:

  1. Stop the Refresh Searchable Fields Process
  2. Click the Abandon icon in the row in the Abandon column for the process you want to prevent from restarting.



  3. Click Ok to confirm.



  4. The Refresh Job Status screen will update.

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If you are not interested in data before a certain date, configure the property  index.submission.start.date  to a date in the YYYY-MM-DD format in the <frevvo-home>\tomcat\conf\frevvo-config.properties file. The batch will then exclude any submissions before this date.

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When the Tenant Admin clicks the icon, the list of Refresh Searchable Fields processes that were run for the tenant and for specific forms/flows displays in the table. The Tenant Admin has the ability to stop/abandon a process but they cannot initiate a refresh for the entire tenant.

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The web app that runs the Refresh Searchable Fields process (insight.war) and it's configuration file (insight.xml) are embedded in the frevvo.war . In(unpacked in v9.0.11+ in <frevvo home>\tomcat\webapps\frevvo.) In-house customers will not see the insight.war in the <frevvo-home>\tomcat\conf\webapps directory or the insight.xml files in the <frevvo-home>\tomcat\conf\catalina\localhost directory if you are using the frevvo tomcat bundle. Log messages formerly in the insight logfiles are now captured in the  <frevvo-home>\tomcat\logs\frevvo.YYYY-MM-DD file. Default Configuration properties for the Insight Server are now located in the <frevvo-home>\tomcat\conf\frevvo-config.properties file.

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The version of the Oracle thin JDBC driver must be ojdbc7. Update your existing driver to the ojdbc7.jar. in the <frevvo-home>\tomcat\lib directory.