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Column  comes with a built-in submissions repository. The repository can run on top of most SQL databases. By default, your form data is stored in the repository and can be viewed from the Submissions page. Filter your submissions using form data. Create Logical expressions to narrow the search for particular submissions. Fields in your form/flow, set up as Searchable fields by the designer, can be used as criteria when searching submissions. Once your Searchable fields are defined,  re-indexes existing submissions so you can search them using the same fields. Additional default fields such as: error, error description, submitter id, lock user id, started date, etc. can also be selected as filters. The Submissions view works well on mobile devices and is easily embedded in a web page and wikis such as Confluence. Customers running with Confluence will not see the legacy submissions view from the Confluence Screen. It is only available when you log into your Confluence tenant. The Insight Server and the Insight service must be running for the Submission view to work. Cloud customers will see an icon for the Submission View and another icon for the Legacy submissions view. The Submission View Configuration Parameters topic discusses the ability to hide the Legacy view among other options for in-house customers.  Warning The Export of submissions to Excel feature has been replaced by the Download to CSV. If you have not used the Export to Excel feature in the past, we recommend that you become familiar with the Download to CSV . You can still use the Export to Excel feature by accessing it from the Submissions Legacy view. However, the Legacy Submissions view and the Export to Excel may be removed in a future release. The various items on the Submissions page are explained below. Column width 240px On this page: Table of Contents maxLevel 2

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1. 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
2. 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
3. PENDING: This will return all tasks which are pending, meaning someone else put these tasks in the users task list
4. SUBMITTED: This will return all tasks which are completed, i.e. the form/flow for which this task was created has been submitted
5. ABORTED: This will return all the tasks that were deleted/aborted so the form/flow never got submitted
6. WAITING: The WAITING status can be used to find workflow tasks that have an Email 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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The Field column includes a dropdown where you can select any fields that were specified in the Searchable fields wizard in your form/flow or you can choose from meta data default columns that are available across all form and flow types. This list of metadata includes:

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Condition Column

The Condition column choices depend on the data type of the selected field. The Click below to see a list of the data types and their corresponding options are shown in the table..

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For example, the choices in the Condition dropdown, will be different if you select the Submitted Date or the ProjectName, which is a searchable field in the form/flow from the Fields list.

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The values entered into the Value Column depend on the field type and also sometimes upon the condition chosen. The Click below to see a table of the allowed values for Field Type(s) and conditions are listed in the table..

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For Example, if you select a Date field, the Date Picker is provided to help enter the value. If you select a Text field from your form/flow, you will be prompted to "Enter text" for the value. If you select the Error metadata field, the value choices will be True or False in a dropdown in the Value column.

Info

A Date, Time or Date/Time field with the "is within last" condition selected, requires a special time duration entry. The duration must be entered in this format: Years:Months:Days:Hours:Minutes. Fields to the left may be omitted. For example, if you were searching for submissions that were submitted within the last 2 hours you can enter 02:00 or as 2:0. To search for submissions created within the last 2 months and 12 days, enter 02:12:00:00. Image Removed Image Added If you enter an invalid value, an error will display with instructions:

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You want to display the submissions that were submitted on November 7, 2016 or any of the applicants that live in Connecticut (Home Phone Area Code is 203):

• Expand the Submissions Filter.
• Select the SUBMITTED state.Expand the Submissions Filter.
• Select the Acknowledgement Date field from the Fields dropdown
• Select "is equal to" from the Condition dropdown.
• Use the Date Picker to select "11/7/2016" as the value.
• Add a row to the Other Filter Items grid.
• Select the Home field from the Fields dropdown.
• Select "begins with" from the Condition dropdown.
• Enter "203" as the value.

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Some of the Action buttons on the upper right of the Submissions Table require the selection of one or more submissions while others do not. The function Click below for a list of the buttons and their functions.

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Submission Table Columns

The Submission Table displays all of the default columns plus columns for Searchable fields configured by the form/flow designer. Click below for a list and description of the default columns.

Default Columns

The table list the describes the default columns that appear in the Submission Table. You cannot change the order of the default columns but you can Show or Hide them in the Submission Table.

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Expand
title Click here for a list of the default columns in submissions
Column Name Formatted Default Column Description Submitted Date/time Yes Time/date of the submission Error   Yes A Image Modified 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 Image Modified yellow icon. Or if the form action was set to send an email but the email address was missing, this will also cause a Image Modified yellow icon to appear on the submission. State Text Yes Submission status: SUBMITTED, PENDING, ABORTED, SAVED, ERROR WAITING. This column displays the submission types selected in the State section of the Submissions Filter. Error Description Text Yes Description of the error if the error column is true. Submitter ID Text Yes Live Forms user ID of the logged in tenant user submitting the form or blank if the form was submitted by an anonymous user. Submitter Name Text Yes First and Last Name of the logged in tenant user submitting the form or blank if the form was submitted by an anonymous user. 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. Lock User Name     Displays the First and Last name of the user who has a task locked, when viewing Pending tasks. Started Date Date Yes Date when the submission was created.  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).

This image shows a PENDING submission for a Purchase Order workflow. The first step of the flow was submitted by a designer user (Submitter ID), Giorgio Armani (Submitter Name). It is currently pending approval by his manager, Jerry Mouse (Lock User Name). Jerry's user id is jerry (Lock User ID).

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• 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 displays only form fields setup as Saved Fields in the form designer. If you do not see a specific form field then go back and edit this form to add the field to the Saved Fields tab.

  Warning

  Remember that Saved Fields are only used if you want to Export your submissions to Excel. This feature is only available from the Legacy submission view. The Export of submissions to Excel feature has been replaced by the Download to CSV. If you have not used the Export to Excel feature in the past, we recommend that you become familiar with the Download to CSV . You can still use the Export to Excel feature by accessing it from the Submissions Legacy view. However, the Legacy Submissions view and the Export to Excel may be removed in a future release.

• The Signature Tab shows you all the users that signed the form using ' wet and digital signature features.
• The Documents Tab shows you the exact XML document that was generated when the form was submitted.

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You can specify the name for the pdf and margins, header/footer content. Click the links for the details.

The File Name property allows the designer to rename attachments uploaded using the Upload Control.

Viewing XML Documents

 always stores your form data as XML documents. To view the XML data, click the Documents tab in the Submission Details panel.

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Submission data can be exported to a CSV (comma separated value) file that can be easily opened in Microsoft Excel. The contents of the csv file depends on the submissions that are displayed in the Submissions Table. The default columns and any form fields designated as Searchable fields appear as columns from left to right in the csv file.

Click the Download button icon at the top of the submissions table to download the csv file. The message below displays:

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1. Cloud Customers:
   

   1. The maximum number of Searchable fields  fields is 20 per form/flow. 

   2. Edit each form/flow where Export to Excel is configured

      1. Click the Setup Searchable Fields link

      2. Click the Saved Fields tab and review the fields previously set up as Saved Fields

      3. Click the Searchable Fields tab and add every field into the Searchable Field list that was in the Saved Fields list

      4. Save your changes

   3. Email support@frevvo.com to request that the Insight Batch job be run on your tenant if you want to update older submissions with the changes.
      
      

2. In-house Customers:
   

   1. If you have forms/flows exporting more than 20 fields to Excel, add the frevvo.max.searchable.fields parameter to the frevvo.xml file

      1. Change the value to the number of searchable fields that you want.

   2. Edit each form/flow where Export to Excel is configured

   1. 1. Click the Setup Searchable Fields link

      2. Click the Saved Fields tab and review the fields previously set up as Saved Fields

      3. Click the Searchable Fields tab and add every field into the Searchable Field list that was in the Saved Fields list

      4. Save your changes

   2. Manually run the Insight batch job to if you want to update older submissions with the changes.

    

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