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Flow Name
This is the name you see on the Flows home page where your flows 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.
Element Name
There is a now a flow property called Element Name. By default, this is set to form for newly created forms as well as flows. The root element name of the from-scratch document is determined by what you put in here. It needs to be a valid XML element name. The designer can now change the name of the flow without impacting the element name.
Flow schema and the Submission xml document show the element name. When the flow name is updated, and 'Element Name' is kept the same, the previous submissions can be initialized successfully. When 'Element Name' is updated, previous submissions cannot be initialized.
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If you change the element name, all existing submissions will become invalid and you will get the error message: " Error. Submission is not valid. An incompatible change was made to the form/flow." |
This is an important consideration when migrating forms to version 5.1.1. See this documentation for more information.
Description
By default all flow descriptions say, “Edit the flow to change this description,” but you can change this if you wish. The description appears as a tooltip tool tip when you mouse over the area just to the right of the flow's share icon on the Flows home page. You also see this description when you view individual submission documents.
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can automatically generate and display a navigation toolbar for your flow using which users can use to navigate back and forth in the flow. There are four available options:
- None: This option displays no navigation toolbar. This is useful for situations where the same form is being passed between users for signatures e.g. Vacation Request workflow filled in by an Employee and signed by a Manager.
- Navigation Toolbar: this displays a standard navigation toolbar with links for each step.
- Percent: This displays progress through the flow as a percentage.
- Step 1 of 4: This option displays progress through the flow as a counter.
The default value for Navigation is Navigation toolbar.
You may notice a difference in behavior when using a flow on the desktop vs on a phone/tablet. For Example: Imagine a two activity flow where 1st activity has 2 pagebreak controls and neither activity has an assigned role/user. On the phone/tablet this translates into a screen flow with 3 steps for 1st activity and 1 step for 2nd activity. You can use the Previous button to get back to the 1st activity from the 2nd activity.
However, on the desktop there is no "Previous" button so once the flow gets to 2nd activity there is no way to get back to 1st activity. If the designer does not configure the Navigation Tool Bar in this situation once the user gets to the second step in the flow, there is no way to return to the first activity when running the flow on a desktop.
Visibility
This field provides access control for the flow and has the same meaning as Visibility for forms.
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When you save a partially filled flow to continue it later or when puts a task on your task list as part of a workflow, the task is accessed via your task list. This field controls the name that gets displayed in the user's 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 from a prior step in the flow. Before putting the task on a user's 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". will truncate the Task Info data to 250 characters.
You access your Task List from your applications home page. You use the Task list to to perform tasks assigned to you, to view a task's history, or search for tasks you've participated in — a tenant admin can also search for other users' tasks.
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See Tracking Id described in designing forms.
Deployment
This field is a toggle that sets the state of your flow to production or development. Functionality is the same as Deployment for forms.
Setup Key/Saved/Summary FieldsFields
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 via the submissions user interface, you can choose which fields are saved in addition to the XML data.
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
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- 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 link displays a wizard. The wizard will display the fields from your flow. Key and Saved fields have the same meaning for flows as for forms. Please refer to the Setup Key/Saved Fields documentation for forms for details on these fields.
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Summary Fields
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In a flow, controls are listed in the Available and Saved Lists using the control name. If you change the name of a control in a flow activity, it will unset the saved field. The newly renamed control will now show on the Available list and the designer must move it to the Saved List again by clicking on the Setup/Key/Saved/Summary Fields wizard. |
Summary Fields
Check the individual fields to select the fields you want to appear in the Summary view if you have a Summary step in your flow.Only checked fields will appear in the Summary. There are also two checkboxes labeled "All" and "None" which will show all the fields or none of the fields, respectively.
These controls are excluded from the Summary Fields list:
- Signature
- Formviewer
- PageBreak
- Message
- Link
- Trigger
- Image
- Video
Printable
If you check a flow's printable checkbox a Print button will be displayed in Summary steps of the flow. If you don’t want users to print your flow, uncheck the checkbox so users will not see the Print button. You can control which fields are printed by setting up which fields are displayed in the Summary View as described above.
Flows do not current currently support a print icon as is available on forms. This will be added in an up coming release. One solution is to add your own print link as discussed in the chapter Printing Forms.
Each activity also has a printable property which controls whether or not that activity appears in the PDF document view. See activity printable for full details.
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Since flows are a combination of multiple forms or a single form visible in multiple activities or a combination of the two, it is important to understand what controls will be printed with when the PDF is generated. See the topic discussing the activity printable property.
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See Force Auth described in designing forms.