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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. Forms/flows that have been submitted display by default when you first click on the Submissions icon. If you select additional submission states from the State checkbox on the left, the graph will adjust based on your choices.
Other important details about the graph:
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- SAVED/PENDING: This will give you all the tasks which are saved or pending. This helps when you want to see all open tasks for a certain form/flow
- SAVED: This will return only those tasks which were created when users clicked the Save button on the form/flow to save their partially filled forms
- PENDING: This will return all tasks which are pending, meaning someone else put these tasks in the users task list
- SUBMITTED: This will return all tasks which are completed, i.e. the form/flow for which this task was created has been submitted
- ABORTED: This will return all the tasks that were deleted/aborted so the form/flow never got submitted
- WAITING: The WAITING status can be used to find workflow tasks that have an Email or or HTTP activity. A submission will show a state of WAITING when a workflow is routed to an anonymous user and the flow is suspended until the this step is completed.
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It would be easy for a manager to check the current status of Expense Report approvals by checking one or all the submission types in the State box. |
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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 displays columns for submission time/date, state, Age/Duration, Lock User and Lock Date. These columns are explained in the table below:
| Field | Formatted | Default Column | Description |
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| Submitted | Date/time | Yes | Time/date of the submission |
| State | Text | Yes | Submission status: SUBMITTED, PENDING, ABORTED, SAVED, ERROR WAITING. This column displays the submission types selected in the State |
| Age/Duration | Days, Hours, Minutes | Yes | For completed submissions (State=Submitted) this is the time interval for how long it was in process - from the first incomplete submission (Pending, saved, etc.) until it reached SUBMITTED status. If the submission is currently incomplete (i.e. SAVED, PENDING or WAITING), then the time interval shows how long has it been in process so far (Age). |
| Lock User ID | Text | Yes | If the submission is currently locked (and not SUBMITTED), this is the user id who has it locked. |
| Lock Date | Date/Time | Yes | If the submission is currently locked (and not SUBMITTED), this is the time/date when it was locked. |
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If you want to see when the submission was created, add the Started column to the table.
When viewing Pending tasks, you can see the First and Last name of the user who has the task locked and the ID and name of the submitter by adding theLock User name, Submitter ID and Submitter Name columns to the Submission table.
Submissions Detail
When you click the Submissions icon, you will see submissions that are in the default state of SUBMITTED. Notice the View/Edit and Delete a single submission are greyed out. Checking the checkbox preceding the submission in the table enables these buttons.
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If your submission had an error, you'll see an icon in in the Err column in the submissions list. Hover over the icon to get information about the error.
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To get more information, double-click on the submission to view its details, and again hover over the icon icon.
If the mapped pdf has a severe mapping error such as (Invalid E-form field), the flow will submit and the pdf is generated. The submission is marked in error with a a icon icon in the Submissions table. You will see the error: "One or more generated PDF forms generated with mapping errors. Some information may be missing." on the submission.
Editing Submissions
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Form/flow submissions are grouped by formid and uniquely identified by a submission id. Normally Normally, allows you to instantiate from submission using the formtype or flowtype uri and the _submission parameter. The supplied _submission parameter value corresponds to the latest submission for that formid. If you are instantiating an older submission id, you you see the following message: "Access Denied. This submission has already been processed".
The URL parameter (_override=true) allows the re-instantiation to happen even if the _submission does not correspond to the latest for the formid sequence. If you want you want users to see and potentially re-submit older versions, you will must append the _override=true parameter to the form/flow share link.
Let's say you want your non-designer users to be able to resubmit older versions of a form/flow.
The designer must grant view/edit permissions to the non-designer users via the Access Control feature.
Append the override=true parameter with the submission id to the form/flow share url.
TheThe designer user can locate the submission id by adding the submission - id column to the submissions table.
3. Copy Copy the form/flow URL and append _submission=<ID ENTRY FROM FORM SUBMISSION TABLE> - Here Here is an example of the Product Order Form with the submission submission id, d310878f d310878f-94cc-41f6-ad4c-dd864b4fd513, which references an older submission.
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http://localhost:8082/frevvo/web/tn/doctenant/user/designer/app/_zQEN0Cx9EeSLmcVfjx9TOA/formtype/_QG3AIAxXEeSQ9sn0Gh0q3A/popupform?_submission=d310878f-94cc-41f6-ad4c-dd864b4fd513 |
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When you mouse over a column in the Submission area you’ll see the icon icon. Click it and choose from several sorting and grouping options:
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In order to export data to Excel you must setup your form fields as saved fields as described here. Form fields, in the order listed on the Saved Fields list, become columns from left to right when the submissions data is exported to Excel. |
Click the Excel the icon 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 and submission type).
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The default columns 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 Default columns for Lock User Name, Submitted By ID and Submitted By Name have been added/renamed to display that information if it is included in your submissions. Hide the columns in Excel if you do not want to display them in your spreadsheet.
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Selecting the Excel export feature when viewing submissions from the Shared Items tab (inside or outside of a space) on an IOS device (iPad,iPhone), may have to install an application to edit and save .xls files. This requirement is browser specific. |
Repeating Data
Forms containing repeat controls will generate multiple rows in the exported Excel worksheet for each form submission -- one row for the submissions itself plus one row for each repeat item added and filled on the form. The Excel workbook groups the data for each submissions. Thus initially it may appear that there is only a single row of data in your workbook with a "..." displayed for the repeating item. Simply click the "+" in the far left-hand side of each row to expand the group and view all your repeating data.
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You should be aware that the table control in a form defaults to three rows. If you only fill in 2 rows, the third row is still part of the submission. The export to Excel shows a blank row in the resulting spreadsheet.
If you remove the empty row from the table in the form by clicking the the icon before submitting, the empty row will not display.
Columns added to the Submission Table will not show in the Excel spreadsheet. See Submission Table for information about how to add a column. For Example, adding the form ID column to the Submission Table will not put a Form ID column in the Excel spreadsheet. This is as designed.
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Time and date time values exported to Excel are submitted UTC values from the submission doc. Time data will be displayed in the Excel spreadsheet in UTC format. For Example: The Product Order Spreadsheet shows the data from two customer orders entered at 9:00 AM and 2:30 PM in the Eastern Standard Time Zone. Time data will be converted to UTC and stored in the xml document. Exporting the submissions data to Excel will show the time data converted to UTC as it is in the xml document. See the Order Time column in the image.
Processing submission data using the frevvo API
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