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This is the name you see on the Forms home page where your forms 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. Form names longer than 60 characters will be truncated.
Description
By default all form descriptions say, “Edit the form to change It is recommended that you name your form/flows using characters that are suitable for filenames. Following the POSIX filename standard (A–Z a–z 0–9 . _ - ) will ensure it works.
Description
By default all form descriptions say, “Edit the form to change this description,” but you can change this if you wish. The description appears as a tooltip when you mouse over the area just to the right of the form’s share icon on Forms home page. You also see this description when you view individual submission documents.
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There is a now a form property called Element Name. The default value for the field is form. The root element name in the submission xml of a form created from the designer palette is determined by the value in this field. It needs to be a valid XML element name. The designer can now change the name of the form without impacting the element name. Form schema and the generated xml file show the element name. If you want a form name with international characters, you must enter the international chars into the Element Name field. When the form name is updated, and 'Element Name' is kept the same, previous submissions can be initialized successfully. When 'Element Name' is updated, previous submissions cannot be initialized.
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The visibility field has been removed from the form/flow property pane in the designers. Form Visibility is selected via the Access Control List wizard. You can access the wizard by clicking on the icon on the Forms Home Page or the Flows Home Page for your form/flow. If you are in the form/flow designers, click the
icon in the toolbar to display the wizard.
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When you save a partially filled form to continue it later, the saved form is accessed via your task list. This field controls the name that gets displayed in the 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. Before putting the task on your 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".
You access your Task list from your applications home page. You use the Task list to perform tasks, complete a saved form or work flow, to view a task's history, or search for tasks you've participated in — a tenant admin can also search for other users' tasks.
Tracking Id
When your form loads it will send a page view event to your Google Analytics account if you enter your Google account tracking ID into this form property. Please refer to the Google documentation for finding your Google Analytics tracking ID.
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You can change the state of your form from the deployment dropdown or you can click on the deployed/undeployed button on the forms home page.
See the deployment state topic in the Administrator's Guide Deployment State topic related topic.
Geo Location
You can capture the location where your form was filled in by turning on ' Geo location feature. A forms knows it's current location and will submit that information when the form is completed. uses the HTML5 GeoLocation api. The geo api is well supported on tablet, phone and recent laptop/desktop browser versions. This feature works on a desktop or any GPS capable mobile device.
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The Geo Location feature works in conjunction with rules that use the form.positionUpdated identifier. You can set up the rule to execute every time the position is updated. See Business Rules for examples of rules that will do this. Also see Rules Position Data for the complete list of available build-in data.
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 flow but it is NOT automatically added to the XML Documentdocument . 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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You can also turn on/off/modify the feature by clicking on a form activity in a flow which will display the form Properties panel. The Loc Timeout is the amount of time in seconds the location finder in the browser will search to find the location before it times out. The default value is 5 seconds. To capture additional information based on the location via a Business Rule or to embed a Google map in your form. you need a connection to google.com and you must check the Detailed Loc. checkbox on the Properties panel. You will need to put a message control in your form where you want the map to display. Type f-map-div in the css class field on the message control Properties panel. This is a built in java script that cannot be edited to display the map.
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The map will only display in use mode.
Setup Key/Saved Fields
This setting controls which fields are saved to the built-in submissions repository. 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 saved in addition to the XML data. See submissions data for more information on making this choice. Note that this could incur significant performance overhead and will also consume additional storage in the repository.
Clicking on the Click to setup Key/Saved Fields link displays the setup wizard. This link is on the form's properties as shown below. If you have navigated away from the form's properties and instead see a control properties panel, just click anywhere on the toolbar to return to the form's properties.
The wizard displays the fields from your form. 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 saved or key 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.
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We do not recommend using fields from Tables and Repeats as your key field. The data will be hard to interpret since there can be multiple data values for the same field. |
Saved Fields
You may select the fields you want saved separately in addition to the XML on the Setup Key/Saved Field screen. You can also change the order of the fields when you move them into the Saved Fields area. The order of the form fields will be reflected in the column order if you choose to export submissions to Excel.
There are two ways to select/unselect or reorder saved fields :
- Drag and Drop - You can drag the fields from the Available Fields list and drop them into the Saved Fields lists if you re using Firefox, Chrome or Safari browsers. Items may be dragged between lists and within the saved 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. You can change the order of the Available Fields list if you are using Chrome or Safari bowsers. Currently, the drag and drop function will not work in the Internet Explorer browsers. This issue will be addressed in a future release.
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Considerations when deciding which types of fields to configure are listed below.
- Key fields are indexed for easy search of Submissions. You will see the controls designated as Key fields in the Submissions table. This is helpful when trying to locate a particular submission from a long list. Key fields do not affect performance. They are not downloaded when exporting your submissions to Excel.
- 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. Saved fields are downloaded to Excel.
Clicking on the Click to setup Key/Saved Fields link displays the setup wizard. This link is on the form's properties as shown below. If you have navigated away from the form's properties and instead see a control properties panel, just click anywhere on the toolbar to return to the form's properties.
The wizard displays the fields from your form. 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 saved or key 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.
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We do not recommend using fields from Tables and Repeats as your key field. The data will be hard to interpret since there can be multiple data values for the same field. |
Saved Fields
You may select the fields you want saved separately in addition to the XML on the Setup Key/Saved Field screen. You can also change the order of the fields when you move them into the Saved Fields area. The order of the form fields will be reflected in the column order if you choose to export submissions to Excel.
There are two ways to select/unselect or reorder saved fields :
- Drag and Drop - You can drag the fields from the Available Fields list and drop them into the Saved Fields lists if you re using Firefox, Chrome or Safari browsers. Items may be dragged between lists and within the saved 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. You can change the order of the Available Fields list if you are using Chrome or Safari bowsers. 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 - IE 8/9 users must use the arrow buttons to move selected fields between the Available or Saved Fields lists or to reorder them by moving back and forth as necessary. The arrow buttons always add items to the bottom of the list.
- The > right arrow moves the selected field from the Available Fields list to the bottom of the Saved Fields list.
- The < left arrow moves the selected field from the Saved Fields list to the bottom of the Available Fields list.
- The >> double right arrows move all the form fields in the Available Fields list to the Saved Fields list.
- The << double left arrow moves all the form fields in the Saved Fields list to the Available Fields list.
The image below shows a selected field in the available list ready to be moved to the saved list via drag and drop or arrows. Click Finish to save the changes. Selecting the X in the upper right corner cancels any changes. Remember to save your changes when you exit out of the designer. Saved Fields are stored in the database when the form/flow is completed. The fields you select will be displayed in the Submission Detail for each submission. You can also search the submissions repository for these fields using the API.
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When you first open the Excel spreadsheet, the submissions meta data (Created Started Date, Updated Date, State, Age/Duration, Lock User, Lock Date, Revision, Status, Submitted By and Submitted IP) makes up the first 6 11 columns. You cannot reorder the meta data columns. |
Fields saved as part of a submission are always included in the export. For example, suppose several submissions of the Product Order Form were created with the Saved Fields list shown in the image:
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Click the Key Fields tab. Up to five key fields may be efficiently stored along with the form submission. Key fields do not significantly reduce performance nor do they consume significant additional storage in the repository. It is also very efficient to search the submissions repository using these key fields. Key fields are also directly displayed in the Submissions Table so you can easily view them in a tabular view.
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If you check a form's printable checkbox a print icon will be displayed at the top of your form. If you don’t want users to print your form, uncheck the checkbox so users will not see the print icon. You can control which form fields are visible in the pdf print view via the printable property on each field in your form. Refer to Printing Forms for more information about Print View/submission pdfs, including how to support international characters.
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The submissions repository can store your form data in three ways -- as data values; as an xml document; and as a pdf form image. 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 key/saved fields. Also see the documentation for viewing your data in submission repository. |
Save PDF
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/saved fields. Also see the documentation for viewing your data in submission repository. |
Save PDF
This property can only be checked if you have the save property checked. When checked a PDF image of the file is also saved in ' submission repository or to Google drive . See the documentation for the submissions repository for details on viewing the PDFs saved there. 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 form 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 new 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 an Employee Onboarding form for new hires and you wanted the pdf in the submissions to be named using their last name. Simply add the name of the control in your form that collects the last name as a template ex:{LastName} in the PDF Name property. The pdf for each Employee Onboarding submission will then be named {LastName}.pdf.
If the PDF Name property is empty, then the form name is used as the pdf name. It is recommended that PDF Names use characters that are suitable for filenames. Following the POSIX filename standard (A–Z a–z 0–9 . _ - ) will ensure it works.
In the submissons, the pdf for the Onboarding of new hire Eric Armani is named as shown.
Setting Margins, Headers and Footers for the PDF
The designer can specify the content of the headers, footers and the size of margins for the pdf in a form/flow. Refer to this documentation for the details.
Show Logo
This property is checked by default and causes the “powered by ” logo to appear on your form. Uncheck the checkbox to remove the logo from your form.
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This feature helps to protect your forms against spamming by automatic submitters. By selecting captcha, an image is displayed when a user submits your form, containing a string and also an audio recording. The user must enter the string into the specified input box. If the string is correctly reproduced, the form submission will be processed as usual. If it is not a new string is displayed and the user may try again. Click the to cancel.
Save/Load
This feature is only available to users with tenant accounts. If you check this checkbox a save icon will , a Save button will be displayed at the top of your form. If you don’t want users to be able to save/load your form, uncheck the checkbox so users will not see this iconbottom of your form.
This feature is useful for lengthy forms where your users may not have all the information required to complete the form in a single session. By clicking on save a the Save button a copy of the form with all the current values is saved on the Form Serverthe form server. Later the user can re-open the form from their task list; see see Perform a task for more information.. The form will populate the fields from with the saved values.Users can repeat the save/load steps as many times as they wish.
You can save your partially filled in forms as many times as you want.
Currently the Save button label for forms cannot be customized like it can for flows. The ability to change this may be available in a future release.
See the Save and Load feature, for full details.
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If this checkbox is unchecked, tasks for the form or flow will not appear in Tasks 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.
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For example, if you leave force auth unchecked and your form is public in tenant, and you are already authenticated via SSO you will not have to login directly to to use the form. If instead you check force auth will force you to login directly even though you are already authenticated via SSO.
See Working with LDAP and Single Sign On for more details.
This property is currently ineffective for tenants with the default delegating security manager. However the delegating security manager may support SSO in the future.
Accessible
Live Forms can be used to build accessible forms/flows 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.
Decorated
Decorated is checked by default when you create a new form. If you uncheck Decorated at the form level, newly added controls will have their control level decorator property unset -- meaning no decorator. It will NOT remove the decorator from all controls already in the form. The decorated property can also be set at the flow level. The designer can select a decorator for each of the steps in a flow that will display on the navigation bar.