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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 workflows 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.
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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/flowworkflow
- SAVED: This will return only those tasks which were created when users clicked the Save button on the form/flow workflow 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 workflow for which this task was created has been submitted
- ABORTED: This will return all the tasks that were deleted/aborted so the form/flow workflow never got submitted
- 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 workflow is suspended until the this step is completed.
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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 |
|---|---|---|---|
| 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. |
The submitter is the Live Forms user ID of the logged in tenant user submitting the form or blank if the form was submitted by an anonymous user. The version tells you how many times you have edited the form. This is helpful if you have updated your form and need to track how many users submitted the newest version. (When you create a form the version number starts at 1 but Live Forms increments the version each time you revise your form.)
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One of the attachments is a Wet Signature image. Clicking on the Signature tab lists the manager, Jerry's digital signture and the and wet signature image of the new employee. The signature image can be downloaded from the Data or Signature tabs of the form submission. There you will find information about any digital signatures that were stored with the form. See Electronic Signatures for more information.
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were stored with the form. See Electronic Signatures for more information.
Currently the layout/style for submission pdfs depends on where the last activity is submitted. For Example, If the first activity in a flow workflow is submitted from a space and the second activity is performed directly from a Task List outside the space, the submission PDF renders in the layout/style the Task List uses. If the last activity in a flow workflow is submitted from a space, the submission pdf renders in the space's layout/style.
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If the mapped pdf has a severe mapping error such as (Invalid E-form field), the flow workflow will submit and the pdf is generated. The submission is marked in error with a 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.
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When you click submit on the form the data in submission repository with be updated with the new data. If the form properties are set to save a Pdf then the Pdf will also be replaced. You must perform a refresh to see the updated information for Saved/Key fields for forms/flow workflow on the Data tab after editing a submission.
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The designer can grant permission to view/edit submissions to non-designer users via the Access Control feature. Once permission is granted, submissions are accessible as Shared Items. It is also possible to build your own application project that enables editable access to non-designers using the Data API.
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Instantiate Older Submissions
Form/flow workflow submissions are grouped by formid and uniquely identified by a submission id. 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 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 users to see and potentially re-submit older versions, you will must append the _override=true parameter to the form/flow workflow share link.
Let's say you want your non-designer users to be able to resubmit older versions of a form/flowworkflow. For example, imagine populating this year's Budget form with the information from the Budget form that was submitted last year. Now all you have to do is update the information for the current year instead of filling in the form again.
The designer must grant view/edit permissions to the non-designer users via the Access Control feature.
Append the _submission id paramater with the submission id and the override=true parameter to the form/flow workflow share URL. The designer user can locate the submission id by adding the submission - id column to the submissions table.
3. Copy the form/flow workflow URL and append _submission=<ID ENTRY FROM FORM SUBMISSION TABLE> - Here is an example of the Product Order Form with the submission id, d310878f-94cc-41f6-ad4c-dd864b4fd513, which references an older submission.
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5. To access this submission, append the _override=true to the form/flow workflow share url:
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http://localhost:8082/frevvo/web/tn/doctenant/user/designer/app/_zQEN0Cx9EeSLmcVfjx9TOA/formtype/_QG3AIAxXEeSQ9sn0Gh0q3A/popupform?_submission=d310878f-94cc-41f6-ad4c-dd864b4fd513&_override=true |
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Saved FieldsSaved Fields are stored in the database when the form/flow workflow 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. On the Form/flow workflow properties panel, click the Setup Key/Saved fields link to open the wizard. Let's say you set up the Saved Fields in a Product Order Form as shown below:When you click the Perhaps, as the form designer, you decide that the Phone column should be between the Color and the Email Address columns.You can change the order of the columns using the arrows or drag and drop to this: Exporting the submission results to Excel will arrange the columns in the spreadsheet as shown:
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: The designer then removes the Phone field from the Saved Fields list. Exporting the previous created submissions after the change, will order the saved fields by the new list. Previously saved fields which are present in the submission but not in the current list are added on as the right-most columns of the spreadsheet. Key FieldsClick 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. Multiple Controls with Same NameIt is possible that your form contains two or more controls with the same name nested inside different sections. For example if your form has a section control named Parent containing a text control called Name and has another section control named Child also containing a text control called Name, the Key/Saved Fields wizard will display two entries called "Name". In order to to know which is which, simply hover your mouse over each entry in the list for Saved Fields or dropdown for Key Fields and you will see the path to the control. In the example below you see Parent > Child > Name. The same name fields will be categorized in the data tab of the form submission like this: |
Click the 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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provides a complete API for interacting with the system. Using the API, you can query submissions, download submission PDF/XML etc. Using the API is documented in its own Tutorial.